Supplier Management & Payment

To become a supplier for Yale University, you should start by emailing supplier.development@yale.edu about the Yale University Supplier Registration & Questionnaire form. Once your questionnaire is reviewed, you may be invited to register through the Yale Supplier Gateway, where you will receive login credentials and instructions to complete your registration. During registration, you’ll need to provide required documentation such as IRS tax forms (W-9 for domestic, W-8BEN for international), business contact information, bank account verification, and, if applicable, a certificate of insurance.

For additional tools and resources, refer to the Supplier Set Up and Change Request process. If you have questions or need support, contact the Finance Support Center (FSC) at askfinance@yale.edu.

Once the completed Form 3401 FR.10 Supplier Gateway – Contact Form is received back from the Supplier and reviewed for accuracy and completeness, the requestor may proceed with sending an invitation through the Yale Supplier Gateway by following the steps below:

Steps to Invite a Supplier:

1. Log in to the Yale Supplier Gateway.
2. Select “Invite Supplier.”
3. Complete all required fields marked with a red asterisk (*).
4. Click Submit to send the invitation.

Requestors who wish to track a Supplier’s progress after the invitation has been sent can do so by accessing the “My Suppliers” section within the portal.

Important:

If the system times out before the invitation is submitted, progress is automatically saved. Users can search for the saved invitation upon logging back in to resume.

If a Supplier does not log in using the initial invite, after 21 days the Supplier record will be deleted from the system. If you still require the supplier, you will need to send a new invitation.

After a Yale community member submits an invitation via the Yale Supplier Gateway, the prospective Supplier receives an email containing login credentials and step-by-step instructions to complete their registration.

Key components of the Supplier onboarding process include the following:

• Communication of Yale’s Purchase Order Terms & Condition
• Access to the Supplier Code of Conduct, outlining expectations related to labor standards, environmental responsibility, and ethical business practices.
• Introduction to Yale’s Conflict of Interest Policy, including the requirement to disclose any direct affiliation with Yale employees or officials.
• Provisions of a Customer Agreement
• Execution of a Supplier Agreement/Digital Certificate Agreement, which includes:
• Terms of Use
• Privacy rights

As part of the registration process, the Supplier is required to enter certain information into the Supplier Gateway System, depending on their classification, which may include and not be limited to, the following:

Domestic (U.S.-based) Suppliers:

• Completed IRS Form W-9 (must match legal name and TIN)*
• Business contact information (email, phone, mailing address)
• Bank account verification (voided check, bank statement or bank letter)
• Completed Supplier Information Form
• Certificate of Insurance (if appropriate)

(*)Yale University requires that a prospective Supplier’s U.S. Taxpayer Identification Number (TIN), whether an Employer Identification Number (EIN) or Social Security Number (SSN),be verified with the Internal Revenue Service (IRS).

• Appropriate IRS Form W-8BEN, W-8BEN-E, W-8ECI, W-8EXP, or W-8IMY
• Business contact information (email, phone, mailing address)
• Bank account verification (voided check, bank statement or bank letter)
• Completed Supplier Information Form
• Currency preference for payment
• Certificate of Insurance (if appropriate)

Within the portal, Suppliers have full control over their company profile and can update information as needed. The platform also provides enhanced security features and risk mitigation measures to help ensure the confidentiality and integrity of Supplier data.

It is the Supplier’s responsibility to complete the registration in full and submit all required documentation. Additionally, Suppliers are required to disclose any personal, financial, or professional relationships with Yale employees or officials through the Yale Supplier Gateway, in accordance with Policy 3201 General Purchasing, Section 3201.1 “Ethical Practices”.

Failure to provide accurate and complete documentation may delay the onboarding process and could result in denial of participation in Yale’s Supplier program. Updates submitted via email or phone will not be accepted, except for Suppliers established through proxy registration.

Refer to Policy 3401 General Payment for detailed information on Yale’s payment terms options and key considerations.

Yes, Suppliers are expected to follow the Yale University Supplier Code of Conduct when doing business with Yale University.

Yale Procurement follows industry standards when doing business with Suppliers.

View Yale’s Purchase Order Terms and Conditions.

View Yale’s “Flow-Down” clauses

See the chart immediately below for a complete list.

View the Invoice Checklist

Invoices may be submitted in two formats:

1. Electronically: ap.vendorinvoices@yale.edu
2. By Mail:
   Yale University, Accounts Payable
   PO Box 208228
   New Haven, CT. 06520-8228

Note the following when submitting an invoice:

• Each invoice should be scanned as single attachment. Multiple attachments per email are acceptable.
• The email box is unmonitored. Emails should only contain invoices. Any messages included in the email will not be seen by the AP Team. Instead, support needs should be reported to the Finance Support Center (FSC) at askfinance@yale.edu.
• Attachments should either be PDF or Tiff. Anything else will be rejected.

Standard Payment Terms are Net45

Yale’s preferred disbursement option is ACH.

• All domestic suppliers are encouraged to sign-up for ACH to ensure fast and secure payment.
• International Suppliers are encouraged to sign-up for wire payments. The information a Supplier needs to provide for international wire transfers depends on the country and bank. When entering banking information into Supplier Gateway, Supplier Gateway will outline to the Supplier what information will be needed.
• International Suppliers are encouraged to sign-up for wire payments.
• Virtual credit card payments are available for domestic and international suppliers who meet specific criteria.
• Payment by check is available, but strongly discouraged; payments rendered by check will result in a longer turn-around time for payment and expose both suppliers and Yale University to fraud.

The most efficient method of verifying the status of invoices/payments is through Yale’s Supplier Portal (iSupplier).

To gain access to the Supplier portal, please fill out the Supplier Portal Disclaimer form and send to askfinance@yale.edu with “Supplier Portal Disclaimer” in the subject line of the email.

You may also contact:

Finance Support Center (FSC):
askfinance@yale.edu
(203) 432-5394

View Yale’s Insurance Requirements.

Contact
Finance Support Center (FSC)
askfinance@yale.edu
(203) 432-5394

Domestic suppliers are expected to submit an up-to-date W-9.

International suppliers are expected to submit a W-8 BEN or W-8 BEN-E.

Failure to submit accurate and timely tax information utilizing the correct forms may result in withholdings for services delivered.

Suppliers should go directly to the irs.gov website to access the forms and ensure that they are completing the most up-to-date versions of the forms.