Master Vendor Form Instructions

Click here for the Master Vendor Form

General Information

The purpose of these procedures is to accurately develop and maintain vendor information. This procedure is being implemented to ensure uniformity and the achievement of vendor set-up requests in a timely manner. This information will need to be received and entered into the Banner system before a requisition can be issued.

There are two different vendor categories: AP and OF

AP vendors are vendors which we will be remitting payments to. OF are vendors which purchase orders will be created against. All OF vendors must be connected to a AP account.The forms to be completed for Master Vendor additions or changes can be found at the SLU website under Business & Finance - Purchasing.

Responsibilities

The Requester of a purchase is responsible for completing the Master Vendor Form. They must then forward it to the Purchasing Department for approval via e-mail, inter-office mail or hand carry.

Purchasing is responsible to validate that the vendor is legitimate and forward via e-mail, inter-office, or hand carry to Financial Manager/Accounting Administrator for vendor set-up. An e-mail from Financial Manager to the requester AND Purchasing personnel is an acceptable electronic signature and will contain verification of vendor set-up and new vendor number. The Financial Manager/Accounting Administrator is responsible for setting-up the master vendor file within 24 hours. The Vendor Administrator has the authority to question data on the form, or reject it if proper information is not provided.

Description and Required Information

Field Name		Check the proper box to indicate to Vendor Administrator your request.
ADD
CHANGE
DELETE		If CHANGE or DELETE is checked please provide vendor number.
VENDOR NUMBER
ACCOUNT GROUP		AP - Payment information.
		OF - Purchasing vendor, requires AP information.
VENDOR INFO:		Is company incorporated?		If yes, supply Fed ID # below
				If no, supply owners complete name and SS#
		Does vendor provide a medical service?			check box
		Is vendor a lawyer?			check box
		Is this a rental (property) vendor?			check box
		Is this vendor for child support or garnishment?			check box

MINORITY VENDOR:
		AF	ASIAN AMERICAN FEMALE
		AM	ASIAN AMERICAN MALE
		BF	AFRICAN AMERICAN/BLACK FEMALE
		BM	AFRICAN AMERICAN/BLACK MALE
		DV	SERVICE-DISABLED VETERAN-OWNED SM BUSINESS
		FE	NON-MINORITY FEMALE
		HB	HISTORICALLY BLACK COLLEGE/UNIVERSITY
		HF	HISPANIC/LATINO AMERICAN FEMALE
		HM	HISPANICE/LATINO AMERICAN MALE
		HU	HUBzone SMALL BUSINESS
		LB	LARGE BUSINESS
		MV	MOVING EXP FOR W-2 REPORTING
		NF	NATIVE AMERICAN FEMALE
		NM	NATIVE AMERICAN MALE
		NR	NONRESIDENT ALIEN FOR 1042-S REPORT
		RR	RECIPIENT OF 1099-R
		RV	REPORTABLE VENDOR FOR 990
		SB	SMALL BUSINESS
		SD	SMALL DISADVANTAGED BUSINESS
		VO	VETERAN-OWNED SMALL BUSINESS
		WS	WOMEN-OWNED SMALL BUSINESS
VENDOR NAME		Complete business name. Do not abbreviate. Spell out.
VENDOR ADDRESS		Complete street address or post office box number.
CITY		Spell out city name.
STATE		Proper two (2) digit code of appropriate state required.
TERMS		All terms default to NET 30 or terms specified on form.
		If requesting terms less than N30, vendor must specify VALID reason.
ZIP		Required field. The 5 digit code is needed. Please use 9 digits if available.
CONTACT NAME		Enter the vendor representative assigned to the SAINT LOUIS UNIVERSITY account.
TELEPHONE		Provide vendors telephone number
FAX #		Provide vendors fax number
E-MAIL ADDRESS		Provide e-mail address for vendor
AUTO FAX INDICATOR		Mark with X if this vendor is to be set up as auto fax (Purchasing)
APPROVAL		Printed name (signature required on hard copy) of PURCHASING approving request
INITIATOR NAME		User Name
REQUISITION NUMBER		Requisition number must appear on Master Vendor Form
REASON FOR REQUEST		Brief reason for new vendor request
DATE		Date vendor set-up is completed

Page content owned by: Business Services

Revised: Friday, 24 Aug 2007

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