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 department submits a request for a new payee record or to update an existing record, the request status will display in the “Status” column of the Supplier Query and Request system. This page provides descriptions of the payee record request statuses.
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’s 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/Payee Request Submitted | The requester has successfully submitted a request to the Supplier Enablement team for a new payee or to update an existing payee record. | Stanford Supplier and Payee Request Portal Stanford’s Supplier and Payee Registry |
| Supplier/Payee Request Received | The payee request has been received and assigned to the Supplier Enablement team. They are preparing to send the onboarding email invitation to the payee and may contact the requester for additional information before sending the email. | Stanford Supplier and Payee Request Portal Stanford’s Supplier and Payee Registry |
| Awaiting Action From Supplier/Payee (clickable status shows required documentation in pop-up for efficient supplier follow-ups) | The 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/Payee Started Onboarding Registration | The payee has started their onboarding registration but has not submitted it to the Supplier Enablement team. | Stanford’s Supplier and Payee Registry |
| Supplier/Payee Submitted Onboarding Registration | The payee has submitted their onboarding registration, which is pending review from the Supplier Enablement team. | Stanford Supplier and Payee Request Portal Stanford’s Supplier and Payee Registry |
| Request returned to supplier/payee to submit missing information (clickable status shows required documentation in pop-up for efficient supplier follow-ups) | The payee has submitted an incomplete onboarding registration and the Supplier Enablement team has returned the request with instructions to submit missing required information. | 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 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/Payee Request Cancelled | The payee request has been cancelled. | Stanford Supplier and Payee Request Portal Stanford’s Supplier and Payee Registry |
| Supplier/Payee Request Rejected | Registration information from the payee was reviewed and rejected by the Supplier Enablement team. Contact the FSC for more information. | Stanford’s Supplier and Payee Registry |
| Supplier/Payee Registration Pending Final Review | The Supplier Enablement team is reviewing the onboarding registration. | Stanford’s Supplier and Payee Registry |
| Supplier/Payee Request Complete | The Supplier Enablement team has completed the payee request. | Stanford Supplier and Payee Request Portal Stanford’s Supplier and Payee Registry |