New Supplier Management Process

LAST UPDATED: July 27, 2017

What You Should Know

One of the key aspects of the University’s buying and paying processes is supplier management, the process whereby suppliers and individuals that we wish to buy from or pay are created in Prime Financials. The process ensures that we maintain accurate records for tax reporting and for services such as directing payment to the right address or bank account.

A new process was launched in April 2016 to streamline the request process.  New suppliers are now requested through the Prime Marketplace.

Some of the benefits of the new process include:

  • A more intuitive supplier request form
  • A condensed onboarding form for foreign supplier requests
  • A new online self-registration portal for domestic suppliers, reducing the need for paper forms and allowing suppliers to maintain their own information

Supplier Registration Notification - This is a communication that you may use with your Suppliers or Payees to help prepare them for the registration process.

We have developed the below guides to assist you with any questions you may have with the registration process. Contact the Financial Service Center at finance@princeton.edu to request access to your company’s profile.

Supplier/Payee Portal - Entity Registration Guide
Supplier/Payee Portal - Individual Registration Guide

Simplified Tax Forms for Supplier/Payee Onboarding

Domestic suppliers and payees that have been invited to register through the Prime Marketplace will no longer be required to upload a W-9 form. Instead, all relevant information will be collected through the online registration process. Suppliers and payees will electronically attest to the accuracy of the information – no paper required!

Foreign suppliers and payees are not yet able to register through Princeton’s Supplier Portal and will still use paper forms. To streamline this process, we have combined the W-8BEN and W-8BEN-E forms with the Supplier/Payee Management Form. The new Foreign Entity Supplier Management Form and Foreign Individual Supplier Management Form are meant to reduce the number of forms required to onboard a foreign supplier, and simplify the information requested to focus on only the necessary information. For suppliers requesting a tax treaty exemption or foreign financial institutions, the full IRS form W-8BEN-E or W-8BEN will still be required.

Please note, other information requirements for onboarding, such as insurance, visa, and contract copies, have not changed. Please refer to the Foreign Supplier Quick Reference Card for more information.

In cases where suppliers and payees prefer to provide the standard IRS W-8BEN and W-8BEN-E forms, the completed forms and separate Supplier/Payee Management Form will still be required.

Training

Training is available through the Employee Learning Center:

Documentation is also available:

For suppliers:

For questions, please contact the Financial Service Center at finance@princeton.edu or (609) 258-3080.


 

CONTACT US

finance@princeton.edu
Tel (609) 258-3080
Fax (609) 258-0442

Princeton University
Office of Finance & Treasury
701 Carnegie Center
Princeton, NJ 08540

Google Map
Princeton Shuttle

FINANCIAL SERVICE CENTER

7 New South
Tel (609) 258-3080
Fax (609) 258-5040
Open Monday through Friday,
8:45 am — 5:00 pm

SERVICES INCLUDE

Customer service, cashiering,
check pick-up, financial system access

FINANCE NEWSLETTER

The General Ledger is your link to updates on people, policies, and other information related to financial transactions at the University.

Download Current Issue
Download Past Issues
Subscribe

WE WANT YOUR FEEDBACK!

How can we better serve you? Submit comments, questions, and ideas to our customer service department.

finance@princeton.edu