Vendor Registration Form

How to Select A Vendor
...and When is a Vendor Registration form needed?

Effective August 1, 2009...

.... purchase requisitions placed in PAS with new vendors or suppliers (not currently in the vendor database) will require a Vendor Registration Form.
This form will provide critical information the University of Washington needs for reporting purposes which the IRS W-9 does not.

The Vendor Registration Form may be completed by the vendor or supplier and returned to Procurement Services by either US mail, email, fax. A pdf version of this form is available here.

Instructions for the Vendor Registration Form can be found online.

To help make this transition easier, a number of resources are available to campus departments:

How do you search for a vendor in PAS?

There are three ways to search for a vendor in the PAS system;

search by vendor name,

by vendor number or

manually entering the vendor information

The attached Power Point presentation titled How to find a vendor in the PAS database will demonstrate these different methods.

TIPS for your vendor search in PAS :

use UPPER-CASE letters
use the full vendor name when possible
try vendor name variations & standard abbreviations

What if the vendor is not
in the Vendor Database?

Manually enter the vendor name and address into the PAS system if they are not currently in the Vendor File.

Send a copy of the Vendor Registration Form to the vendor to be completed and submitted. A pdf version of this form is available here.
(See the Vendor Registration Form Instructions for more information)

What transactions are
exempt from the
Direct Buy Guideline?

A list of the transactions typically exempt from the Direct Buy Limit guideline is available on the $3,300 Direct Buy Limit Information web page

Frequently Asked Questions:

Why do we need a Vendor Registration Form?

A requisition/purchase order cannot be completely processed in PAS unless the selected Vendor/Supplier is currently active in the Vendor Database. Specific information about each Vendor/Supplier is required for IRS, other tax purposes, various certifications, etc. This information is entered into PAS as part of the Vendor profile and assures that timely, accurate payments are made and that the University is able to fulfill certain reporting requirements,

Who is responsible for obtaining the form?

Responsibility for obtaining the form is shared by all the PAS users including campus departments and Procurement Services staff. Ideally, whoever first realizes that a Vendor/Supplier is not currently active in the Vendor Database should initiate obtaining the form.

The PAS user should ask the supplier/vendor if they are using a Business Tax Identification Number or a personal Social Security Number. For security purposes, advise vendor/suppliers who are using a personal Social Security number as their tax identification to submit the completed form either by fax or U.S. Mail. We do not recommend sending personal social security numbers via email.

Scenario 1: A campus Department fiscal specialist is asked by a PI to order a piece of equipment from ABC Inc. The fiscal specialist opens a PAS session and begins entering a requisition. They attempt a vendor search (see How to find a vendor in the PAS database) and discover that ABC Inc is not currently in PAS. They contact the Vendor and direct them to the Vendor Registration Form.(A pdf version of this form is available here. )

NOTE: the fiscal specialist can continue the requisition process and add a note in comments that a form has been requested. The vendor should send the form to the Vendor Maintenance desk

Scenario 2: A buyer is assigned a requisition requesting the purchase of consulting services from XYZ Corp. The buyer attempts to assign a suggested Supplier but discovers that the Supplier is not in the Vendor Database. The Buyer researches the Supplier's contact information and directs them to the Vendor Registration Form and request the Supplier send the form directly to Vendor Maintenance and a copy to the Buyer.

Why not use the W9 form?

While the IRS Request for Taxpayer Identification Number and Certification (W-9) provides very good information, it does not provide the level of detail the University of Washington needs to comply with some of our reporting requirements. UW Procurement Services created the Vendor Registration Form to provide additional information about the supplier's company detail and certifications.

What is the best way to make my purchase?

Purchasing has created a Purchasing Guide to Goods and Services designed to help determine the best method to purchase most goods and services. Use the alphabet to find what you are looking for or simply scroll through the list to find the best way to order.

What is the difference between a Supplier and a Vendor?

A vendor is a somewhat anachronistic term which has come to mean a business that for all practical purposes is indistinguishable from any number of other firms providing the same good or service. A supplier is a term reserved for firms where a more developed business relationship exists. "Supplier" is the more current, preferred term for the firms the UW does business with.

Questions?

Please contact Procurement Customer Service at (206) 543-4500 or email them at pcshelp@u.washington.edu.