CREATING NEW VENDORS

Ø Departmental Administrative Specialist should verify that the vendor is not an existing vendor using XK03 in IRIS.

Ø All NEW vendors must complete the following forms PRIOR to start of work:

Ø W-9 Ø Business Classification FormØ Worker Classification Questionnaire (ONLY for independent

contractors or Individuals)Ø Vendor Payment Selection Form

The W-9 can be found at:

orUTC Disbursements Website under Vendor Creation Forms

W-9

Social Security Number for Individual

Federal Tax ID Number for Company/Business

W-9 is needed to set up a vendor and/or to modify a vendor. The information on W-9 must match with what the IRS has on file for the Federal Tax ID.

Here is where DBA (Does Business As) goes, if none leave blank

Make sure Name is the only item here

Check appropriate box MUST be completed. We cannot help them complete the form. Address goes here that matches their tax information.

It is not the Remittance Address. It is not the remit to address and can not be a P.O. Box

Make sure Vendor has signed and dated.

Business Classification Form

WCQ (Worker Classification Questionnaire)

This Form is ONLY needed for Individuals or Independent Contractors. Companies DO NOT need to fill out this form.

THE WCQ can be found at:

http://acctspayable.tennessee.edu/w9/forms/Workers%20Classification%20Questionnaire.pdf

UTC Disbursements Website under Vendor Creation Forms

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IF ANY SERVICES ARE CHECKED ON THIS FORM THEN YOU ONLY NEED TO UPLOAD OR EMAIL PAGES 1-3 OF WORKER CLASSIFICATION QUESTIONNAIRE.

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PAYMENT POLICY OPTIONS� The following payment methods and terms are available to University vendors.

� E-Payables –This is the university’s preferred method of payment. The terms for E-Payables are net and the vendor will be able to process these payments as soon as their invoices are approved in accordance with policy. NET (Payable immediately); IRIS CODE “E”

� Direct Deposit (ACH) – If the vendor is unable or unwilling to accept E-payables as a method of payment, the university prefers to pay them via an electronic payment directly into their bank account. NET 30 (Payable in 30 days); IRIS CODE “A”

� Check –This is the most expensive method for the university to pay vendors and will only be permitted in special circumstances and requires approval from the Treasures Office. The payment terms for this method is NET 40 (Payable in 40 days). IRIS CODE “C”

� Vendor Payment Selection Form can be found on UTC Disbursement Website under Vendor Creation Forms.

VENDOR PAYMENT SELECTION FORM

Ø If a NEW vendor chooses NOT to complete the Payment Selection Form or desires to have check payment they will have to contact Cindy Stockdale in the UT Treasurer’s Office at cstockda@tennessee.edu to request an exception. The vendor would need to explain why other payment forms are not acceptable. If the Treasurer’s Office allows the exception you will scan the email from the Treasurer’s Office with the Vendor Payment Selection Form and this two page document will be attached in IRIS.

Ø This form should be faxed, NOT emailed, due to confidential data, UNLESS it is a “refused” form for an EXISTING vendor.

FAX FORM. DO NOT EMAIL

Existing Vendors:Independent Contractors or

IndividualsØ The next time you pay an independent contractor or an individual the departmental

administrative specialist should verify that all forms have been updated. Updated forms can be verified using IRIS transaction ZAP_VENDOR_ATTACHMTS.

Ø If forms are not updated you must have:Ø W-9Ø Business Classification FormØ WCQØ Vendor Payment Selection Form-we should encourage vendor to select either E-payables or

ACH payment option. If they wish to stay with check payment they should complete the form and indicate “refused” and sign it. In this situation attach the “refused” form and email to ap_vendor@tennessee.edu along with updated W-9, Business Classification Form and the WCQ.

When And What Forms Must Be Filled Out For Any Existing Vendor ?

( not Independent Contractors or Individuals)Ø WCQ does NOT need to be filled out for a company.Ø A new W-9 and Business Classification Form must be completed

when making any vendor changes.Ø Vendor Payment Selection Form-we should encourage vendor to

select either E-payables or ACH payment option. If they wish to stay with check payment they should complete the form and indicate “refused” and sign it. In this situation attach the “refused” form and email to ap_vendor@tennessee.edu along with updated W-9 and Business Classification Form.