Procurement Academy

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Procurement Academy

• Vendor Request

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Central Administration

• Manager
• Lori Hill 713 500 4715
• Lori.a.hill_at_uth.tmc.edu
• Staff
• Kittie Yount 713 500 8130
• Kittie.M.Yount_at_uth.tmc.edu
• Judy Scypion 713 500 8192
• Judy.Scypion_at_uth.tmc.edu
• Stephanie Langston 713 500 4709
• Stephanie.Langston_at_uth.tmc.edu
• Right Fax
• 713 383 - 3722

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Purpose

• To provide an audit trail of vendor history,
  comply with IRS regulations regarding payments to
  certain entities, and maintain the integrity of
  the financial database, requestors will enter
  vendor requests directly into the financial
  management system.

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Objectives

• Understand what is required to enter a new vendor
  request into FMS
• Understand what information is required on the
  Address Tab
• Understand what information is required on the
  Contact Tab
• Understand what is required to enter an existing
  vendor information request

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What is required to enter a new vendor request
into FMS

• Request a W-9 (USA) or W8BEN (Foreign) form
• Signatures are required unsigned forms are not
  valid
• All forms must be legible
• Enter vendor information into FMS
• Enter in all CAPS
• Mark the Entry Status as Complete and Save
• Right fax to 713-3833722
• Emailed forms are acceptable
• Turnaround time for a vendor request entry is
  usually 48 hours

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5 Essential Questions that must be answered
before requesting a vendor code request.

• Is this person a Foreign National or a US
  citizen?
• If a Foreign Nationalfrom what country?  
• What the maximum amount paid for services
  rendered?
• What is the duration (maximum number of months)
  of contract or service?
• What type of work/service/product rendered?
• Do they have a professional service contract set
  up for this person? If so, whats the name on
  the contract?

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5 Essential Questions that must be answered
before requesting a vendor code request, cont.

• If you answered Foreign National to question 1
• Have the traveler complete the" non resident
  tax alien form for tax reporting located at
• http//www.uth.tmc.edu/finance/ert/forms/AlienTax
  Information (4).xls and return the form via email
  or fax to Benita.G.Ramirez_at_uth.Tmc.Edu -
  fax [phone]
• or
• Sherry.L.Moser_at_uth.Tmc.Edu - fax
  713-500-3189
• Should you have any questions please
  call Benita at 713-500-4961 or Sherry
  713-500-3183.

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Name, address, and company type here
SSN or EIN number is required here
A signature is required here
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Name, address, and company type here
A signature is required here
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What information is required on the Address Tab?
Required Address 1 City, State, and Zip
Enter phone number without any symbols or spaces
Used only for foreign vendor codes
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How to enter an address for a foreign vendor
requests.
Must select country code before entering address
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What information is required on the Contact Tab?

• Vendors name and title here
• URL and email id option
• Business number

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Requirements for an existing vendor information
request

• After entering the vendor ID, press enter to
  populate the vendor information.
• Do not change any information on this page, go
  directly to the Address Tab and enter your
  address request.
• A W-9 or W-8BEN form is not required.

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DO NOT ALTER THE INFORMATION ON THIS PAGE.
Dont forget to press enter afterwardsthis will
populate the fields below.

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• What could cause the a delay in the 48 hour
  turnaround for a vendor request?
• The W-9 or W-8BEN form was never received.
• The W-9 or W-8BEN was not signed or is not
  legible.
• The information you entered is incorrect.
• The request is for a Sole Proprietor who is a
  foreign nationaladditional forms are required
  and must be reviewed by a Tax Specialist in the
  Payroll Department.
• State website results
• Not in Good Standing
• Debarred Vendors
• Excluded Parties
• Note to Requestor If vendors name appears in
  any of the websites, have the vendor/supplier
  contact the state _at_ 1-800-252-1381 to report any
  discrepancies.

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Failure or Refusal to submit W-9 or W-8BEN forms

• In the event that a person does not agree to
  submit a W- 9 or W-8BEN, the vendor cannot be
  entered into the financial management system
  database.
• Failure or refusal of a U.S. Person to submit
  a W-9 or W- 8BEN will be referred to the
  Assistant Vice President of Procurement Services
  for disposition.
• Any exception will be documented in writing and
  limited to agencies of the federal government
  for which backup withholding is not required
  and having a tax identification number (TIN) on
  file is not necessary for The UTHSC-H to comply
  with Internal Revenue Service reporting

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Summary

• Request a W-9 or W-8BEN formmust be valid
• Enter request into FMS using ALL CAPS
• If request is for a foreign address, change
  county code before entering address information.
• The 10-digit business/fax numbers are entered in
  the telephone field. No -, () are needed.
• Adding an address to an existing vendor, do not
  change any information on the vendor tab once the
  fields have been populated.
• Mark entry status Complete and Save
• Vendors appearing on a debarment website will not
  be entered into FMS. Exceptions are reviewed by
  the AVP of Procurement Services on a case-by-case
  basis.

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Questions