New Supplier Setup and Supplier Change

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 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

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 Open W-8: Foreign Suppliers If your supplier is a foreign company or person, they’ll need to complete a W-8. 3205 FR.05 Open	Vendor will need to include a voided bank check or a bank statement with the bank’s logo. Domestic Suppliers 3401 FR.02 Open   Foreign Suppliers* 3401 FR.01 Open   *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 Open New Supplier Questionnaire Open

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.

3205 FR.09 Supplier Change Request form and any additional information that may be pertinent to the request.
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