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Adding & Changing Suppliers
Adding New Suppliers
If the supplier you are adding may qualify as a diverse business, visit this page for resources on how to obtain certification.
- PantherExpress System
A W-9 can be used to establish a new supplier in the PantherExpress System for purchases made using the following:
Contract Request for Conference & Events
Establish a supplier in a Contract Request by selecting “no” to the question “Does the Second Party or Supplier/Provider name exist in the search box above”. Then complete the name of the New Supplier in the requested field and upload a complete W9 (using the DocuSign template).
Specialty Form requests for:
- Other Payment Request
- Research Sub-contract
Establish a supplier by selecting a Specialty Form request by selecting "New Supplier" from the supplier drop-down menu in Part A. Then (in addition to completing all pertinent fields for "New Supplier") attach a W9 (using the DocuSign template) in the "attachments" section.
W-9 and Supplier Verification Form (SVF)
Both a SVF and a W-9 are needed to establish a new supplier in the PantherExpress System for the following:
Contract Request for Services Agreement
Establish a supplier in a Contract Request by selecting "no" to the question "Does the Second Party or Supplier/Provider name exist in the search box above". Then complete the name of the New Supplier in the requested field and upload a complete W9 (using the DocuSign template).
Standard Form requests for:
- Blanket/Standing Order
- Non-Catalog Form
Establish a supplier in a Standard Form request by selecting "New Supplier" in the supplier drop-down menu in Part A. Then (in addition to completing all pertinent fields for "New Supplier") attach a W9 (using the DocuSign template) in the "attachments" section.
Specialty Form requests for Short Form Services Agreement
Establish a supplier in a Specialty Form request by selecting "New Supplier" in the supplier drop-down emnu in Part A. Then (in addition to completing all pertinent fields for "New Supplier") attach a W9 (using the DocuSign template) in the "attachments" section.
New Supplier Processing
Under most circumstances, it takes one business day to process a complete and accurate Supplier Verification Form (SVF) and activate the supplier in the PantherExpress System. However, depending on the volume of requests, it may take up to five business days.
If there is missing information or Payment Processing has other questions about the submitted form, it may take longer for the supplier to be activated. If you have questions about the status of a Supplier Verification Form, please contact Customer Service.
The University's payment terms are net 30. If your contract requires payment terms other than net 30, contact Customer Service.
- Outside the PantherExpress System
To establish a new supplier for P-card purchases or other purchasing outside the PantherExpress System, the following two steps must be completed using DocuSign templates:
- The supplier must complete section 1 of the Supplier Verification Form (SVF) and return it, along with the appropriate IRS document (i.e. a W9 or a W8 for foreign suppliers), to you.
- Your department should complete section 2 of the Supplier Verification Form (SVF) and submit it, with the supplier-provided IRS document, to Customer Service.
Making Changes to an Existing Supplier or Service Provider
- Adding Purchasing Sites
If a supplier or service provider already has a purchasing site in the PantherExpress System, email a new IRS Form W-9 (using DocuSign templates) to payment processing at firstname.lastname@example.org.
- Adding "Remit to" Sites
If you need to add a "remit to" site, please submit an inquiry to Customer Service.
- Other Changes
For changes in a supplier’s or service provider's name, address, or tax identification number, all sections of the Supplier Verification Form (SVF) must be filled out and an appropriate IRS document must be submitted along with a letter from the supplier stating the change(s) on company letterhead.
- Updating or changing a supplier's fax number
To change a supplier’s or service provider's fax number please submit the change to Customer Service.
Effective July 21, 2021, DocuSign eSignature templates must be used for the W-9, W-8 (both BEN and BENE) and Supplier Verification Form (SVF) as outlined in the following tables.
These documents and forms are used for adding and/or making changes to a supplier. DocuSign eSignature streamlines the approval workflow and reduces paper with this fast and easy way to send and sign documents securely in the cloud. Utilizing these templates ensures you are using the latest version of these forms and avoids delays in processing.
A Supplier Verification form is needed in order to establish a new supplier and reactivate or make certain edits to an existing supplier in the University's supplier database. Suppliers are individuals, corporations, or other entities that provide goods or services to the University. The United States Internal Revenue Service ("IRS") requires collection of certain information from all suppliers for possible tax withholding or tax reporting purposes. Collection of this information is required for new suppliers and for changes in supplier name, address, or tax identification number (such as in a merger or acquisition). The SVF is a part of the DocuSign templates as applicable.
Review the SVF Instructions for additional information.
|Use||For Personal (SSN) only. For payment of honorariums, reimbursements, and stipends. Note: we cannot pay a business through Concur.||For adding a new supplier in the PantherExpress System for purchases made using the following specialty forms: Conference & Event; Research Subcontractor/Contracted Services Agreements; Dues, Professional Memberships, Registrations, and Subscriptions; Other Payment Request.||For a supplier name change or if the supplier has merged. One convenient document to update supplier name changes. Note: this requires documentation of the change to be attached||For adding a new supplier in the PantherExpress System (for uses other than the following specialty forms: Conference & Event, Research/Subcontractor/Contracted Services Agreements; Dues, Professional Memberships, Registrations, and Subscriptions; Other Payment Requests .|
|Template||Pitt CFO Template: W-9||Pitt CFO Template: W-9 for Supplier Name Change/Merge||Pitt CFO Template: W-9 with SVF|
|Submitted via||The department saves the completed W-9 and uploads it into Concur as new supplier documentation.||The department saves the completed W-9 and uploads it into the PantherExpress System as an attachment for a new supplier.||
The department saves the completed W-9 and submits by emailing as an attachment to email@example.com.
|The department saves the completed W-9 with SVF and uploads it into the PantherExpress System.|
W-8 (BEN or BENE)
|Use||Personal (SSN) only. For payments to Foreign National Independent Contracts through Concur. Note: we cannot pay a business through Concur||For adding a new supplier, that is a Foreign National Independent Contractor, to the PantherExpress System.||Adding a new supplier, that is a foreign company, to the PantherExpress System.||For a supplier name change of a foreign company in the PantherExpress System. Note: this is not a commonly needed form.|
|Template||Pitt CFO Template: W-8 BEN||Pitt CFO Template: W-8 BEN with SVF||Pitt CFO Template: w-8 BENE with SVF||Pitt CFO Template: W-8 BENE|
|Submitted via||The department saves the completed W-8 and uploads it into Concur as new supplier documentation.||The department saves the completed W-8 and uploads it into the PantherExpress system.|
- Accessing DocuSign Templates
- Go to my.pitt.edu > search for DocuSign > log into DocuSign using PittPassport (your Pitt credentials)
- Select Templates at the top of the screen > then either:
- Select Shared with Me in the left side menu. In the search bar enter the name of the template and search. Or;
- Select the down arrow next to Shared Folders and select CFO Templates
- Once you locate the template you are looking for select the Use button
- Follow the process outlined in the tables above, dependent on the template needed.
- DocuSign Template FAQ
A vendor has changed their name or merged, what do I need to do?
Obtain a W-9 and a letter from the company stating the name change or merge. It is also helpful to obtain an invoice which includes billing information.
Why do I need to get a SVF from the website and not use the older version I have saved?
The University is continually updating the SVF to include the most up to date information needed. This is extremely important to our diversity initiative. The most current SVF must be filled out in order to better serve the University’s purchasing needs.
A supplier moved, what do I need to do?
Obtain an updated W-9 from the supplier and submit as indicated in the above chart.
Do I need to get a W-9 from someone we are sending a refund to?
It is preferable to obtain a W-9. That way if we pay them for something down the road that is taxable their 1099 will be correct.
Does the W-9 need to be signed?
Yes, it needs to be signed and dated.
Why do I need to use a DocuSign template for the W-9 or W-8?
DocuSign is a secure and easy way to keep your documents together. This will make the process more efficient and keep all documents together through completion.
Resources & Other Information
- DUNS Number
If you need a DUNS number, visit http://www.dnb.com/get-a-duns-number.html. A DUNS number is not required for independent contractors. An independent contractor is generally a service provider who is providing his or her Social Security Number as a Tax Payer Identification Number. We strongly recommend all other contractors get a DUNS Number.
- Penalties for Fraudulent Misrepresentation
FAR 52-219 (e)(4) Misrepresentation of business status as a small, small disadvantaged, small woman-owned, small HUB Zone, small veteran-owned, service disabled small veteran-owned concern for the purpose of obtaining a subcontract that is to be included as part or all of a goal contained in the requesting Contractor's subcontracting plan, without remedy, can result in severe penalties. Under 15 U.S.C.645 (d), any person who misrepresents a firm's status in these same categories in order to obtain a contract to be awarded under the preference programs established pursuant to the Small Business Act or any other provision of Federal law, shall be punished by imposition of fine, imprisonment, or both, be subject to administrative remedies including suspension and debarment; and be ineligible for participation in programs conducted under the authority of the Act.