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Adding & Changing Suppliers

Adding New Suppliers

When adding a new supplier, they must be aware that in order to do business with the University, suppliers must comply with these policies and agree to the University’s Terms and Conditions.

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.

Payment Terms

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:

  1. 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.
  2. 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 paymentprocessingcs@cfo.pitt.edu.

If a supplier or service provider does not yet have a purchasing site in the system, submit a new Supplier Verification Form to Customer Service at pantherexpresscs@cfo.pitt.edu.

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 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.