This page provides an overview of the process for setting up a record for non-SU payees (companies, organizations, or individuals who are not employed by Stanford), which include suppliers, independent contractors (ICs), and visitors.
Before a purchase or payment is made or a contract request is submitted, the non-SU payee must have an active record in the Supplier Query and Request tool.
Prior to requesting a new non-SU payee record, schools and units should review the many potential methods to purchase goods and/or services as these options may meet the business need without requiring setup of a new record.
Stanford maintains payee records based on the nature of the payee’s relationship to the university. These records include:
- Stanford (SU) Payee records: Stanford faculty, staff, and students. These payees are either reimbursed for expenses through the expense request process or non-salary payments can be made through the one-time or supplemental payment process.
- Non-SU Payee records: Individuals and entities or organizations who are not students nor employed by Stanford, such as suppliers, independent contractors, and visitors. The Supplier Query and Request tool is used to request and manage records for non-SU payees.
Each non-SU payee record category is available for certain transaction types (e.g., purchase order, visitor reimbursement) that the university uses to facilitate payment. See the table below for descriptions and guidance for using each non-SU payee record category and its available transaction types in the Supplier/Payee Request Form.
| Non-SU payee record category | Description and guidance to review before setting up this non-SU payee record category | Available transaction types for non-SU payee that display in Supplier/Payee Request Form |
|---|---|---|
| Supplier (sometimes also called vendor) | An entity, company, or organization (not an individual), whether foreign or domestic, that provides goods and/or services to the university on an ongoing or one-time basis in exchange for payment or other compensation. Sometimes referred to as a business-to-business (B2B) relationship; schools and units engage with businesses and organizations around the world to source products and services to support Stanford’s mission. Before selecting a supplier, schools and units should refer to Topic Overview: Selecting a Supplier or Independent Contractor to assess the supplier setup requirements and risk implications of engaging a new supplier. | |
| Independent Contractor (IC) | An individual (domestic or foreign) who is independently established in a trade, business, or occupation and is exceptionally qualified to provide such professional services. The IC controls how and when the work is performed. Hiring an IC may require a written agreement with the university that is signed by Procurement Services and the IC. Payments to the IC should align with the terms of the agreement. Most ICs are not eligible for non-PO payments or reimbursements. Before selecting an independent contractor, schools and units should refer to Topic Overview: Contracts for specific requirements and considerations when engaging a new IC. Please note: Stanford employees are not eligible to be ICs during or within 12 months after their employment. For questions about IC classification, departments should contact their local HR Business Partners and consult with an Employee & Labor Relations Specialist. | |
| Visitor | An individual (domestic or international) who is invited to Stanford to collaborate and/or study but is not employed by Stanford and does not provide goods or services to the university in exchange for any payment or compensation. Learn more on the topic overviews for inviting and paying domestic and foreign visitors. |
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The process for setting up a non-SU payee record includes the following four steps:
Before requesting a new non-SU payee record, preparers should check if the non-SU payee has an active record with a correct site address (if payment is by check). If an existing record has an incorrect site address or is ineligible for payment, preparers can request the appropriate changes through the Supplier Query and Request tool. If the non-SU payee does not exist in the Supplier Query and Request tool, preparers can request a new one.
Existing Records
All records in the Supplier Query and Request tool display eligibility for payment. A record will display as ineligible for payment when:
- The record is inactive. Departments must use the Supplier Query and Request tool to request reactivation of the record.
- A supplier or independent contractor record was set up for a non-PO contract, which is a transaction type that is used when tax and payment information is not required. These records are not available for payments through a PO or the Expense Requests system (ERS). Departments can request an update to the payee record to make it available for PO payment.
New Records
After verifying that the non-SU payee requires a new record setup, the Stanford department preparer starts the setup process by submitting a request. The following guidance will help to ensure all required information is submitted up front and will expedite the request process.
When filling out the Request Details field in the Supplier Query and Request tool, include a brief description that answers the questions below. While these are geared toward a supplier or independent contractor, similar questions should be considered when inviting and paying a visitor:
- Who at Stanford is engaging with the non-SU payee?
- What good or service is the non-SU payee providing?
- What is the duration of the engagement?
- Any details not included in the other Supplier Query and Request form fields
Before or immediately after submitting a new record request, schools and units should advise the non-SU payee that they will need to prepare and provide standard documentation (which is outlined in the next step) in response to the university's secure onboarding invitation email. This will help prepare the non-SU payee for a smoother and more efficient onboarding experience.
The requester can monitor the status of their setup request through the Supplier Query and Request tool. See How To: View Pending Supplier or Payee Requests.
Once a school or unit submits a request for a new non-SU payee record, Vendor Services will email an onboarding invitation to the non-SU payee directly. The department requester should notify their non-SU payee contact that they will receive an onboarding email invitation. In cases where the non-SU payee cannot or should not be directly contacted, the preparer can instead appoint a Stanford employee to act as the authorized agent, who will respond to the onboarding invitation on the payee’s behalf.
Once the non-SU payee, or authorized agent (if applicable), has accessed the Stanford Supplier and Payee Request Portal or the Stanford Supplier and Payee Registry, they will need to provide the relevant information and upload any required documentation.
Onboarding email invitations are deactivated if the non-SU payee recipient does not respond within 30 days. To reactivate a request after 30 days, contact the Financial Support Center.
Supplier Setup Documentation
Valid and detailed documentation is critical for maintaining compliance with federal and state laws and for mitigating risk to the university. Common documentation required during the non-SU payee set up process may include:
- Tax documentation such as an IRS Form W-9 or W-8, which shows the non-SU payee’s tax entity type (e.g., individual, LLC, corporation) for reporting purposes.
- Payment method validation information, such as a bank letter or copy of a voided check, which confirms the account is open, valid, and in the non-SU payee’s name.
- Contact information allows the university to identify and contact the non-SU payee with questions or updates. For suppliers, this includes a company email address, preferably with a company domain, and is unique wherever possible (i.e., not a shared email account) to prevent email fraud.
Some of the required documentation may be confidential in nature (e.g., banking information, voided checks). Stanford will send a secure onboarding invitation directly to the non-SU payee to properly collect this information. Authorized agents acting on the payee’s behalf are responsible for protecting information provided by the non-SU payee. Please contact the Information Security Office for guidance on ensuring the non-SU payee’s information is appropriately protected.
Certain types of payees may need to provide additional documentation, such as passports, tax treaty information, immigration documentation, or visas, which helps ensure that payment details and tax withholding can be appropriately configured in compliance with laws, regulations, and policies.
Additional required documentation may include certificates of insurance (COI), depending on the work being performed. More information about supplier insurance requirements is detailed in Stanford’s Purchase Order Terms and Conditions.
The requirements for major categories of non-SU payee records are described in the table below.
| Non-SU Payee Category | Required Documentation | Why is this necessary? |
|---|---|---|
| U.S. (Domestic) Supplier/Independent Contractor: |
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| Non-US (International) Supplier/Independent Contractor: |
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| U.S. (Domestic) Visitor: Are not university employees and may be eligible for small payments, such as travel reimbursements. These visitor payees can include honoraria and human subjects |
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| Non-US (International) Visitor: This category includes non-US individuals traveling to the US or to other locations. |
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For non-SU payees who need assistance with the onboarding process, for:
- Visitors/Independent Contractors (domestic or foreign) and foreign suppliers, refer to How To: Complete a Request for Confidential Information in the Stanford Supplier and Payee Request Portal.
- Domestic suppliers, refer to How To: Complete a Request for Confidential Information Using Stanford’s Supplier and Payee Registry.
All non-SU payees should immediately notify Stanford of any changes to essential information, such as address, contacts, business ownership, or payment method.
Vendor Services also performs a risk review, including confirming that the requested non-SU payee is eligible to do business with Stanford and that the request and documentation conform to legal, regulatory, and policy requirements. This process helps to prevent fraud and noncompliance that could potentially jeopardize Stanford’s reputation and financial resources, including its eligibility for state and federal funding for research.
Vendor Services may reach out to the Stanford requester or to the non-SU payee directly to request additional information or documentation to support the onboarding process. Suppliers and visitor payees should provide detailed and complete responses (see required documentation for each non-SU payee category in the table above) to help avoid delays in setup.
The requester can monitor the status of their setup request through the Supplier Query and Request tool. See How To: View Pending Supplier or Payee Requests. To receive assistance from Vendor Services regarding required documentation for suppliers or visitor payees, please submit a support request. The requester will receive an email notification when the non-SU payee’s record setup is complete.
All non-SU payees should immediately notify Stanford of any changes to essential information, such as address, contacts, business ownership, or payment method.
The updates that can be made to a non-SU payee record in the university's supplier/payee database and who can make them depends on the non-SU payee type (e.g., domestic individual, foreign individual, domestic company, or foreign company). If the non-SU payee has an active record in the university’s self-service system, the Stanford Supplier and Payee Registry, they are expected to manage their records proactively and may receive periodic reminders to confirm their information is current. Please note: The Stanford Supplier and Payee Registry only includes records for domestic suppliers/ICs. To learn more, refer to Topic Overview: Managing the Supplier or Independent Contractor Relationship and Record, which includes information on monitoring the supplier or independent contractor engagement once the work on the product or service has begun, potential early termination of the engagement, as well as required updates to non-SU records.
