Stanford requires all non-SU payees (suppliers, independent contractors, or visitors) to have an active record in the university’s database before a purchase or payment can be made. Once a school or unit has submitted a new supplier, independent contractor, or visitor record request, the status of the request will display in the “Status” column in the Supplier Query and Request system. This page provides an overview of the statuses for new non-SU payee record requests.
Stanford uses two systems to create and manage non-SU payee records depending on the type of record. The two systems are Stanford Supplier and Payee Request Portal and Stanford Supplier and Payee Registry.
- The Stanford Supplier and Payee Request Portal is used to create and manage records for individuals (domestic/foreign) and foreign companies.
- The Stanford Supplier and Payee Registry is a self-service system that is used to create and manage records for new domestic suppliers and allows them to update and maintain information about their business in a secure environment.
Please note that some statuses may be applicable to either one or both of the record systems, as noted in the table below.
For more information on the process for setting up a new non-SU payee record, refer to Topic Overview: Setting Up a New Supplier, Independent Contractor, or Visitor.
| Status | Description | Applicable System |
|---|---|---|
| Supplier or Visitor Payee Request Submitted | The Stanford requester has successfully submitted a new payee request to the Stanford Supplier Enablement team. | Stanford Supplier and Payee Request Portal Stanford’s Supplier and Payee Registry |
| Supplier or Visitor Payee Request Received | The payee request has been received and assigned to the Stanford Supplier Enablement team. They are preparing to send the onboarding email invitation to the payee and may contact the Stanford requester for additional information before sending the email. | Stanford Supplier and Payee Request Portal Stanford’s Supplier and Payee Registry |
| Awaiting Action From Supplier or Visitor Payee | The Stanford Supplier Enablement team has sent the onboarding email invitation and is now waiting for the payee to complete the onboarding registration. | Stanford Supplier and Payee Request Portal Stanford’s Supplier and Payee Registry |
| Supplier or Visitor Payee Started Onboarding Registration | The payee has started their onboarding registration but has not submitted it to the Stanford Supplier Enablement team. | Stanford’s Supplier and Payee Registry |
| Supplier or Visitor Payee Submitted Onboarding Registration | The payee has submitted their onboarding registration, which is pending review from the Stanford Supplier Enablement team. | Stanford Supplier and Payee Request Portal Stanford’s Supplier and Payee Registry |
| Additional Information Requested From Supplier or Visitor Payee | The Stanford Supplier Enablement team has requested additional documents or information from the payee. | Stanford Supplier and Payee Request Portal Stanford’s Supplier and Payee Registry |
| Supplier or Visitor Payee Request on Hold | Due to no response from the payee for 30 days or other reasons, the request has been placed on hold. The Stanford requester will need to contact the Financial Support Center (FSC) to resend the onboarding invitation to the supplier or visitor payee. | Stanford Supplier and Payee Request Portal |
| Supplier or Visitor Payee Request Cancelled | The payee request has been cancelled. | Stanford Supplier and Payee Request Portal Stanford’s Supplier and Payee Registry |
| Supplier or Visitor Payee Request Rejected | Registration information from the payee was reviewed and rejected by the Stanford Supplier Enablement team. Contact the FSC for more information. | Stanford’s Supplier and Payee Registry |
| Supplier or Visitor Payee Registration Pending Final Review | The Stanford Supplier Enablement team is reviewing the onboarding registration. | Stanford’s Supplier and Payee Registry |
| Supplier or Visitor Payee Request Complete | The Stanford Supplier Enablement team has completed the payee request. | Stanford Supplier and Payee Request Portal Stanford’s Supplier and Payee Registry |
