Effective September 1, 2024, to establish a new hotel supplier in the PantherExpress System, the required documentation is changing.
There are two options to pay for hotel services which include 1) OneCard or 2) submitting an invoice to Payment Processing and Compliance (PPC). Follow the guidelines below for what documentation to include based on the payment method:
1.) If you plan to pay with your OneCard:
- Obtain only a W-9 and pay for all deposits and other charges associated with the contract with your OneCard (you may want to confirm with this new hotel supplier that it will in fact accept a credit card payment). The hotel needs to be active in the Contracts+ module of the PantherExpress System to submit the hotel contract to Purchasing Services.
2.) If you plan to submit an invoice to Payment Processing and Compliance:
- Obtain a Supplier Verification Form (SVF) and W-9. The hotel needs to be active in Contracts+ to submit the hotel contract to Purchasing Services. Subsequently, process invoices through the Contract Payment Form connecting to the associated contract.
- Payment Processing & Compliance will contact the new hotel supplier to determine if it wishes to be paid through a Virtual Card, ACH or check and then establish this payment mechanism in the supplier record.
Contract requests for new hotels that are missing a W-9 and the completed and signed SVF (for invoices submitted through PPC) will be returned starting on September 1, 2024.
In alignment with this change, please review the following helpful tips:
- Contracts must be submitted through the Contracts+ module of the PantherExpress System and fully executed before any deposits are made.
- The requirement and process for submitting the SVF for all other contract requests will remain the same.
- This change aligns to the requirements explained in this previous communication on January 12, 2024, regarding new supplier verification forms that outline payment terms and enrollment in the JPMorgan electronic payments system.
For any questions, please contact Purchase, Pay and Travel Customer Service.