Supplier Query and Request

The Supplier Query and Request tool is located in the SU Inquiry Tools and Forms folder within Oracle Financials. Prior to submitting a contract request in SmartMart Contracts, creating a non-catalog requisition in iProcurement, or submitting a non-PO payment request in the Expense Requests system, the supplier/payee must have an active record in Stanford’s database. 

Use the Supplier Query and Request tool to:

• Search Stanford’s database for active suppliers/payees
• Activate inactive suppliers/payees
• Update supplier/payee information
• Submit a request to add a new supplier/payee to the database

Supplier/Payee Definitions

Supplier: An entity, company, or organization (not an individual) that provides goods and/or services to the university on an ongoing or one-time basis in exchange for payment or other compensation. Suppliers are sometimes referred to as vendors.

Independent Contractor (IC): An individual who is independently established in a trade, business, or occupation and is exceptionally qualified to provide professional services beyond what a university employee could provide. An IC requires a written agreement with the university that is signed by Procurement Services. Stanford employees are not eligible to become ICs during or within 12 months after their employment.

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. 

Use the Supplier Explorer tool to source potential suppliers, including those already onboarded with Stanford, that meet a variety of criteria such as local, small, and sustainable. 

Important Exclusions

• Visitor travel reimbursement, honoraria payments, relocation and recruitment transactions are processed using Stanford Easy Pay and do not require supplier/payee setup.
• Active Stanford employees should not be set up in Stanford’s supplier/payee database. Stanford employees are eligible for expense reimbursements and additional or discretionary pay which are processed by the Business Expense team and Payroll (respectively). 

For an overview of the process for setting up a record for non-SU payees, see Topic Overview: Setting Up a New Supplier, Independent Contractor, or Visitor.