Onboarding Suppliers

The University of Delaware does not accept unsolicited requests for supplier registration and will not onboard suppliers who submit their own information.

University employees cannot provide assistance or complete forms on behalf of a supplier.

• Suppliers must contact the IRS or a tax professional if they require assistance.

The default payment method for all suppliers will be by check. However, if suppliers provide banking information for ACH (direct deposit) or international wire payments, this information must be verified by Procurement staff.

• Please let your supplier know that we may be in touch with someone at their organization to confirm the information on their form. 
• For domestic suppliers, our staff member will provide their W-9 reference number to authenticate that the inquiry is legitimate.

There is no need to email Procurement the reference number a domestic supplier gets after completing the UD W-9.

• The reference number is for their record
• You can also use the reference number to confirm a supplier match in UD Exchange. 

Please do not submit TeamDynamix tickets (including emails to procurement@udel.edu) requesting the status of a supplier setup. 

• Learn how to check the status of a supplier’s registration in the Finding New Suppliers section of our Supplier Information How-to Guide.

Direct your supplier to complete and submit the UD W-9.

The UD W-9 is a substitute for the IRS W-9 form. It collects additional information needed to create a valid supplier record.

We cannot create a complete supplier record with an IRS W-9 form. 

The supplier’s legal name must match their tax ID number on record with the IRS.

• Mismatches will result in a delay, and the supplier will be asked to complete a new UD W-9. 

Advising your supplier to list your name as their UD contact in the comment field on the UD W-9 will help speed the review process and give us an internal UD contact for any questions.

• The comment field can also be used to provide their full legal name which may not fit in the related legal name box on the form.

A supplier submitting multiple UD W-9 forms will delay their review beyond the standard turn-around time.

The current online substitute W9 form does not accommodate addresses outside of the 50 US states.

For this reason, even though citizens of the jurisdictions below are considered US citizens, they cannot submit a substitute W9.  This also applies to US citizens, including those with multiple citizenship, permanently residing in a foreign country.  For these entities,  please follow both of the procedure outlined below:

The UD department contact should have the individual or business complete and return two documents

•  An IRS W9 form of the current revision, from the following link:  https://www.irs.gov/site-index-search?search=w9. Please note this link is to the general search feature on the IRS website, and provides access to both the W9 form, and related instruction documents
• A Domestic Supplier Data Collection Form.  This is a different form than that used for foreign suppliers. 

Once received, both forms should be submitted to procurement@udel.edu to create a request in the TeamDynamix ticketing system, similar to the process for onboarding foreign suppliers

Please note that citizens of the following jurisdictions are also considered US citizens, and therefore must submit a W9, rather than a W8 tax form:

• Baker Island
• The Commonwealth of the Northern Mariana Islands
• Guam
• Howland Islands
• Jarvis Island
• Johnston Island
• Kingman Reef
• Midway Islands
• Palmyra
• Puerto Rico
• The U.S. Virgin Islands
• Wake Island

Per IRS regulations, the University of Delaware is required to obtain a valid W-8 form from all foreign individuals and entities receiving payment from the University.

Direct your supplier to provide you with:

• A completed IRS W-8 form:
  • W-8BEN for Individuals
  • W-8BEN-E, W-8ECI, W-8EXP, W-8IMY for businesses and other non-individual entities. UD staff can not provide guidance on which form is appropriate for your legal tax structure. Please review the resources available on the linked IRS site, or consult with your tax professional.
  • Please note that UD requires for W-8 forms to be of the current IRS publication revision, and signed and dated within the last 12-months. IRS W-8 forms expire 3 years from the date of signing, at which time the entity must submit a new, updated form.
• A completed Supplier Data Collection Form for foreign suppliers

Submit both forms to procurement@udel.edu

• Include "W-8" and the supplier’s name in the subject line. 
• The email must include a detailed business justification for the anticipated transaction or payment as well as any contracts, quotes, or other relevant documentation.

To reduce delays in onboarding, best practice is for the engaging department to review the suppliers’ forms for accuracy prior to submitting them to Procurement.

• The Foreign Supplier Documents Review guide outlines the key elements that the Procurement Supplier Team will review on tax documents. 
• By performing an initial review in your department, you can reduce the likelihood that tax forms will be returned for corrections and thus, reduce the overall document processing time. 
• Please note that the Foreign Supplier Documents Review guide has been created to assist UD employees in the collection of accurate tax documents for onboarding foreign suppliers and is for INTERNAL USE ONLY. You must log in with UD credentials to access this document.

IMPORTANT: If you are arranging payment to a Non-U.S. Citizen/Non-Permanent Resident providing services in the U.S. while on an immigration visa (including students):

• You must first contact UD International Student & Scholar Services to complete the validation process to ensure that the individual is legally eligible to receive such payment. 
• This is the responsibility of the engaging department, and Procurement Services will assume that this has been completed if we receive a request for supplier registration and payment.

To confirm whether a supplier has already been onboarded with UD and to find supplier information please refer to the Finding Suppliers and Supplier Information help guide.

Procurement staff cannot update supplier records without documentation.

University employees cannot provide assistance or complete forms on behalf of a supplier.

• Suppliers must contact the IRS or a tax professional if they require assistance.

If suppliers provide a banking information update for ACH (direct deposit) or international wire payments, this information must be verified by Procurement staff.

• Please let your supplier know that we may be in touch with someone at their organization to confirm the information on their form. 
• For domestic suppliers, our staff member will provide the W-9 reference number to authenticate that the inquiry is legitimate.

Suppliers that are inactive in PeopleSoft or UD Exchange can only be reactivated by submission of a new UD W-9 or IRS W-8 and Supplier Data Collection form. 

• All previous addresses and banking information not submitted on the new forms will remain deactivated.

A supplier submitting multiple UD W-9 forms will delay their review beyond the standard turn-around time.

If you are working with an existing, active domestic supplier that needs to update their address or other details, please ask them to submit an updated UD W-9.

The supplier’s legal name must match their tax ID number on record with the IRS.

• Mismatches will result in a delay, and the supplier will be asked to complete a new UD W-9. 

Advising your supplier to list your name as their UD contact in the comment field on the UD W-9 will help speed the review process and give us an internal UD contact for any questions.

• The comment field can also be used to provide their full legal name which may not fit in the related legal name box on the form.

There is no need to email Procurement the reference number the supplier gets after completing the W-9.

• The reference number is for their records.
• You can also use the reference number to confirm a supplier match in UD Exchange. 

Please do not submit TeamDynamix tickets (including emails to procurement@udel.edu) requesting the status of a supplier setup. 

• Learn how to check the status of a supplier’s registration in the Finding New Suppliers section of our Supplier Information How-to Guide.

If you are working with an existing, active foreign supplier that needs to update their address or other details, please ask them to submit an IRS W-8 and Supplier Data Collection form. 

Direct your supplier to provide you with:

• A completed IRS W-8 form:
  • W-8BEN for Individuals
  • W-8BEN-E for Registered Businesses or Corporate Entities
  • Please note that this form expires 3 years from the date of signing
• A completed Supplier Data Collection Form for foreign suppliers

Submit both forms to procurement@udel.edu

• Include "W-8" and the supplier’s name in the subject line. 
• The email must include a detailed business justification describing the ongoing engagement with the supplier.

To reduce delays in onboarding, best practice is for the engaging department to review the suppliers’ forms for accuracy prior to submitting them to Procurement.

• The Foreign Supplier Documents Review guide outlines the key elements that the Procurement Supplier Team will review on tax documents. 
• By performing an initial review in your department, you can reduce the likelihood that tax forms will be returned for corrections and thus, reduce the overall document processing time. 
• Please note that the Foreign Supplier Documents Review guide has been created to assist UD employees in the collection of accurate tax documents for onboarding foreign suppliers and is for INTERNAL USE ONLY. You must log in with UD credentials to access this document.

Learn how to check the status of a supplier’s updates in the Finding New Suppliers section of our Supplier Information How-to Guide.