Vendor Maintenance

Vendor Setup Form, complete page 1 for individuals.

For businesses, the BSC will process the vendor maintenance.

https://busfin.osu.edu/vendor-maintenance

  • Vendor Setup Form
    • Invalid EIN or SSN
    • Signature
    • Date of Birth
    • Banking information or give reason why business does not want to do direct deposit.
  • W8 Form for Foreign Vendor-Supplier
  • eRequest PR #
  • Quote, payment type, or Cost and description of goods or services being provided
  • Please see NRA checklist for required documentation. https://busfin.osu.edu/vendor-maintenance

**Because these forms contain sensitive personal data, you must send your emails “encrypted” to safeguard this information. Directions on how to encrypt an email can be found in the “Other” section of this admin resource website**

If the travel is being funded by a grant – use the OSP vendor form:

http://osp.osu.edu/files/2018/06/Vendor-Forms-1.pdf

Have the guest fill out page 1 of the Vendor Setup Form, link above. If they are around they can fill it out and sign it with ink and drop it off to you. If they aren’t around, you can use DocuSign to get their info and signature. [elaborate on the DocuSign process]

If the student is a US Citizen or Resident Alien, no other documents are needed to the Vendor Setup Form.
If the student is a Non-Resident Alien, then you’ll also have to get other documents and forms completed as well.

 

Non- Resident Alien you’ll need: (NRA Checklist, https://busfin.osu.edu/system/files/nra_checklist.pdf)

Vendor Setup Form, link above

W8-BEN (https://www.irs.gov/pub/irs-pdf/fw8ben.pdf)

Compliance form for W/B visa’s, if applicable (http://osp.osu.edu/files/2014/02/B1-B2Cert.pdf)

NRA Payment Request Charged to Sponsored Projects Form (http://osp.osu.edu/files/2014/02/nra.pdf)

Copy of passport picture page

Copy of visa stamp page in passport

 

Once you have the signed Vendor Setup form (and all the other NRA stuff, if applicable), go to https://busfin.osu.edu/vendor-maintenance and click the red button “Vendor Maintenance Online Request Form” and fill out the form then submit.

Note: “AP compliance form” = “Vendor Setup Form”

After you submit it, you’ll get an email confirmation, and then someone will email you in a few days/weeks with the vendor ID# once it’s created and active. And with that you can submit the eRequest/eTravel for reimbursement to that vendor ID#.