ACCOUNTS PAYABLE VENDOR NUMBER GUIDE FOR DEPARTMENTS

Transcription

1 ACCOUNTS PAYABLE VENDOR NUMBER GUIDE FOR DEPARTMENTS W-9 AND W-8BEN FORMS TAXPAYER ID NUMBER (TIN), FEDERAL EMPLOYER ID NUMBER (FEIN), AND EMPLOYER S ID NUMBER (EIN) HOW TO FIND A VENDOR S ID NUMBER IN BANNER HOW TO DETERMINE IF A VENDOR IS IN BANNER UPDATED MAY 2013

2 Information on Vendor Numbers The University is required to obtain and keep on file an IRS form W-9 (Request for Taxpayer Identification), substitute W-9 form, or a form W-8BEN (Certificate of Foreign Status of Beneficial Owner for U.S. Tax Withholding) (for international vendors) PRIOR to the vendor receiving payment. These forms provide the University with the vendor's Taxpayer Identification Number (TIN), Federal Employer Identification Number (FEIN), or Employers Identification Number (EIN). If the vendor is an individual then a University Identification Number (UIN) will be assigned. Form W-9 (Request for Taxpayer Identification) or Substitute W-9 - For U.S. citizens & resident alien vendors - please use the most current version of the University s Substitute W-9 available on the Office of Finance s website at the following link: W-8BEN (Certificate of Foreign Status of Beneficial Owner for U.S. Tax Withholding) - For international vendors - please use the most current version of W-8BEN form, available on the Office of Finance s website at the following link: pdf. Accounts Payable must have an original W-8BEN form on file no FAX submissions accepted. Once Accounts Payable receives a W-8BEN, it will be forwarded to the Non-Resident Alien & Payroll Coordinator in the Payroll Office to determine if additional information is needed. Individual (sole proprietor) If providing goods, then must have a W-9 on file. If providing services and will be paid as an Independent Contractor then will also obtain an approved Independent Personal Services Certification form (IPSC) and either the Industry Practice (IP) Checklist or the Worker Classification Review Questionnaire. For additional information and forms relating to independent contractor or employee / worker classification, see Accounts Payable Worker Classification Guide for Departments. Vendor Number Guide for Departments Page 2

3 It is the department s responsibility to ensure that a vendor is on the University s vendor table prior to issuing a purchase order. It is possible for a vendor to be in eva but not in the University s vendor table. If you are not sure what a vendor s TIN/FEIN/EIN number is, then ask the vendor. Verify that the vendor is in Banner by accessing FTIIDEN. To find Vendor s ID - Enter the vendor s name in ALL CAPS. If an entity/company then put the company name and % in the Last Name column. Then press F8 to execute. Vendor Number Guide for Departments Page 3

4 If you have Vendor s ID - Enter the vendor s TIN/FEIN/EIN in ID column. Then press F8 to execute. If vendor is included in the vendor table then the vendor name will show up in the Last Name field. If the vendor is not in the vendor table then the Last Name field will remain blank. Vendor Number Guide for Departments Page 4

5 If you cannot find the vendor number on the Banner vendor table, call one of the Accounts Payable auditors (see extension list below) to determine if the vendor is on the vendor table under a different name or to see if a W-9 or W-8BEN has been received. If the vendor is on the vendor table, the Accounts Payable auditor will provide the vendor number. If the company name begins with: Please contact: A - G Linda Wallace ([email protected]) H - R Linda Wallace ([email protected]) S - Z Donna Jackson ([email protected]) Audit Supervisor Linda Wallace ([email protected]) SUBMISSION OF W-9 FORMS W-9 forms may be returned via the following methods: to [email protected] PREFERRED METHOD FAX ATTN: Linda Wallace Regular mail to the address below: Accounts Payable ATTENTION: Linda Wallace Old Dominion University Alfred B. Rollins, Jr., Hall Norfolk, VA SUBMISSION OF W-8BEN FORMS ODU must have the original W-8BEN form that contains original signatures. The vendor may mail the form to: Accounts Payable ATTENTION: Linda Wallace Old Dominion University Alfred B. Rollins, Jr., Hall Norfolk, VA Vendor Number Guide for Departments Page 5