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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
W-9 Only: Most Specialty Forms
A W-9 can be used to establish a new supplier in the PantherExpress System for purchases made using the following forms:
- Conference & Event Specialty Form
- Research Subcontract/Contracted Services Agreement Specialty Form
- Dues, Professional Memberships, Registrations, and Subscriptions Specialty Form
- Other Payment Request Specialty Form
Establish a supplier by selecting "New Supplier" from the Specialty Form's supplier drop-down menu in Part A. Then (in addition to completing all pertinent fields for "New Supplier") attach a W9 in the "attachments" section.
W-9 and Supplier Verification Form (SVF): Services, Supplier-Provided, and Standard Forms
Both a SVF and a W-9 are needed to establish a new supplier in the PantherExpress System for purchases made using the following forms:
- Services Agreement Specialty Form
- Supplier Provided Agreement Specialty Form
- Standard Form
Establish a supplier by selecting "New Supplier" from the Specialty Form's supplier drop-down menu in Part A. Then (in addition to completing all pertinent fields for "New Supplier") attach a completed Supplier Verification Form and a W9 in the "attachments" section in order to establish the new supplier in the PantherExpress System.
New Supplier Processing
Under most circumstances, it takes one business day to process a complete, accurate, and legible 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:
- The supplier must complete section 1 of the Supplier Verification Form 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 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 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.
For changes in a supplier’s or service provider's name, address, or tax identification number, all sections of the Supplier Verification Form 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.