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The first step in creating a purchase order or paying a vendor is to create them as a Supplier in Workday. This is a process that typically takes two-weeks, so please plan accordingly. This is something that can be started before requesting a purchase order.

To review Yale’s policy/procedure for the latest updates, please use the following link: 3401 PR.01 Supplier Setup and Change

Required Documents

New Supplier

The follow two documents should be completed by your vendor and submitted to Rhonda the business ops team via the Communications Financial Operations portal. Documents must be returned PDF format.

1. W-9 or W-8

2. ACH/EFT Payment Form

3. Required Questionnaire and Supplier Contact Form

W-9: Domestic Suppliers
3205 FR.06

View file
nameW-9.pdf

W-8: Foreign Suppliers
If your supplier is a foreign company or person, they’ll need to complete a W-8.
3205 FR.05

View file
namefw8bene Rev 10-2021.pdf

Vendor will need to include a voided bank check or a bank statement with the bank’s logo.

Domestic Suppliers

3401 FR.02

View file
name3401_fr.02_supplier_payment_setup_-_ach-eft.pdf

Foreign Suppliers*

3401 FR.01

View file
name3401_fr.01_supplier_payment_setup_-_wire_transfer.pdf

Form 3401_fr.03_supplier contact*if a vendor (domestic or foreign) uses a US bank, they need to provide a 3401 FR.02 ACH form. The only time a 3401 FR.01 wire transfer form will be used for a US bank account is when there is a mortgage/property payment involved. If a supplier uses a foreign bank and wants to be paid by wire, they will always have to provide a 3401 FR.01 wire form.

3401 FR.03

View file
name3401_fr.03_supplier_contact_information_form.pdf

New Supplier QuestionaireQuestionnaire

View file
nameNewSupplierQuestionnaire_NewSupplierV2June2024.pdf

Supplier Change Request

Once a Supplier is created in the Workday database, its associated information may change over time.  If an existing Supplier’s information requires changes (e.g., name change, new address), submit a request via email to supplier.change@yale.edu.  In the email, include the following information:

3205 FR.09

Supplier Change Request form and any additional information that may be pertinent to the request.

View file
name3205_fr.09_supplier_change_request.pdf

Tip

To request a new supplier:

  1. Login to https://ysmweb.atlassian.net/servicedesk/customer/portal/7/group/24/create/47

  2. Provide the pertinent information, including the completed attachments above.

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