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Supplier Information

Updates to Existing Suppliers and Requesting New Suppliers

  • Due to an upgrade in the ShopUW+ platform, there are a few changes to requesting a new supplier and/or requesting changes to a supplier.  We ask that you send us the new supplier information as soon as possible, as the new process can take longer if the necessary information is not provided.  The new supplier also has a part in the new process. 

    1. Send an original signature W-9 (or digital signature using DocuSign or Adobe Sign) along with the supplier’s email address to Accounts Payable
    2. Accounts Payable will ensure that the supplier is not set up under a different name – if not, the supplier information will be entered into the system (if they are set-up, we will let you know what supplier to use)
    3. The SUPPLIER will receive an email invitation to finalize their supplier profile in our system – this step must happen and if it doesn’t, this will delay the approval process (taking up to an additional 14 days); please inform the supplier that they will receive an email invite from our Shared Supplier team (supplierfile@bussvc.wisc.edu) requesting them to complete the process
    4. Once the supplier has completed their profile set-up, the UW System Shared Supplier team will review the information and either approve, reject, or ask for more information.
    5. Once we have heard from the Shared Supplier team, we will let you know so you are able to process a payment request

    If all steps are followed appropriately, the new process should have the supplier in the system and ready to use in 2-3 business days.  Please reach out to Accounts Payable with any questions or concerns.

  • W-8 BEN for an individual or W-8 BEN-E for a business - please ensure the form is signed and dated with an original signature or digital signature (DocuSign or Adobe Sign)
  • If there is a tax treaty, form 8233 should be filled out
  • Submit necessary documents and a valid e-mail for the supplier to Accounts Payable via email

 

Steps will follow the same process as Requesting a New Supplier (US Resident/Business) - see above

If the supplier has access in the new supplier portal, they can make changes to their own information.

If the supplier doesn't or is unsure if they have access, please do the following:

  1. Send an original signature W-9 along with the supplier’s email address to Accounts Payable
  2. Accounts Payable will enter the supplier change request information into the system 
  3. The SUPPLIER will receive an email to update their information via the supplier portal
  4. Once the supplier has completed their updates, the UW System Shared Supplier team will review the information and either approve, reject, or ask for more information.
  5. Once we have heard from the Shared Supplier team, we will let you know so you are able to process a payment request
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