3401 PR.01 Supplier Setup and Change

Revision Date: November 21, 2025

1. Overview & Scope

2. Check for Existing Supplier in the Yale Supplier Gateway

3. New Supplier Invitation

4. Inviting Supplier to Register

5. Supplier Registration Process

6. Central Offices Review

7. Supplier Proxy Registration

8. Finalizing Supplier Setup in Workday

9. Changes to Existing Supplier Information

10. Expedited Supplier Setups or Changes

11. Reactivation and Deactivation

1. Overview & Scope

This procedure supports Policy 3401 General Payment and outlines the steps for onboarding and managing Suppliers through the Yale Supplier Gateway (“Supplier Gateway”): a secure, third-party Supplier-facing portal designed to streamline registration and reduce fraud. It applies to all Yale University departments, faculty, staff, and student employees requesting new Supplier setup, changes to existing Supplier records, or involved in procuring goods or services from external entities, as well as all domestic and international Suppliers seeking to be paid by Yale University. (Note: It does not apply to payroll or student financial payments. For detailed guidance about registering an active Yale student as a Supplier in Workday, refer to Procedure 3401 PR.03: Disbursing Funds for Prizes, Awards, Stipends, and Fellowships.)

Yale employees must complete the Supplier Setup at Yale training course in Workday Learning to gain access to send Supplier registration invitations. Refer to the Supplier Gateway Reference Guide for Business Units for a step-by-step guide on setting up new Suppliers.

This process ensures that all Suppliers are properly vetted and meet the necessary compliance, risk, and performance standards before and throughout their engagement with Yale.

Role	Responsibility
Department Requestor	Initiates request to onboard a new Supplier.
Procurement Team	Verifies and approves Supplier documentation and submittals.
Supplier	Completes registration, submits all required documentation to Yale, and maintains up-to-date information.
“Yale Supplier Gateway” System	Provides a secure platform for Supplier onboarding, communication, and ensures that all information remains accurate and up to date.
Finance Support Center (“FSC”)	Validates banking changes via phone confirmation when automated validation through the Supplier Gateway is unsuccessful.
Research Integrity and Security Team	Reviews Suppliers flagged on government watchlists, and escalations related to restricted party screenings conducted by the Procurement team.

2. Check for Existing Supplier in the Yale Supplier Gateway

Before proceeding with Supplier onboarding, the requestor is responsible for determining whether the Supplier is already registered in the Yale Supplier Gateway. This step is essential to prevent duplicate records, which can lead to processing errors and incorrect payments.

To check for an existing Supplier:

Log in to the Yale Supplier Gateway.
Navigate to the “All Suppliers” section.
Perform a Simple Search using the Supplier’s company name.

Review the search results and take the appropriate action:

If no match found: Proceed to the next section - New Supplier Invitation
If similar name found, but not a duplicate: Proceed to the next section - New Supplier Invitation.
If exact match found: Supplier already exists in the system. Do not invite the Supplier again. Proceed to Workday to create a requisition or submit a Supplier Invoice Request, as appropriate.

3. New Supplier Invitation

Before sending an invitation through the Yale Supplier Gateway, requestors must first confirm that there is appropriate business justification to onboard a new Supplier and that all necessary internal approvals have been obtained.

Next, gather the required information to complete the Supplier Invitation Form:

Supplier Country
Supplier’s Legal/Registered Name
Primary Supplier Contact Information (First Name, Last Name, Email Address)

To collect the required information, requestors should use the Yale Email Template to contact the Supplier and attach the following two documents to the message:

Form 3401 FR.10 Supplier Gateway – Contact Form: This form must be completed by the Supplier and returned to the requestor.
Yale University Supplier Gateway Reference Guide for Suppliers: This guide provides helpful instructions and information to assist Suppliers with the registration process.

While use of the Yale Supplier Gateway Email Template for Business Units is encouraged for consistency, it is not required. It is necessary, however, for the communication to the Supplier to clearly convey the need to complete and return the form and include the reference guide to ensure a smooth registration process.

The requestor is responsible for obtaining the completed Form 3401 FR.10 Supplier Gateway – Contact Form from the Supplier before initiating the next step of the Supplier invitation process.

Important: Departments must identify and disclose potential conflicts of interest and ensure no real or perceived conflict exists before proceeding with Supplier onboarding. Yale employees must recuse themselves from any involvement in Supplier selection or onboarding where a conflict may arise. Any such relationships must be disclosed at the outset and throughout the engagement.

4. Inviting Supplier to Register

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:

Log in to the Yale Supplier Gateway.
Select “Invite Supplier.”
Complete all required fields marked with a red asterisk (*).
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.

5. Supplier Registration Process

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 & Conditions
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.

6. Central Offices Review

Once the Supplier completes their registration, the Yale Supplier Gateway automatically routes the submission for internal review to the required Central Finance Offices. The system performs initial validations, as detailed below, and flags any entries that cannot be verified or require further review.

Banking Information Verification: Banking details will be confirmed either through direct validation with financial institutions or by contacting the Supplier at a verified phone number. Information provided on the form alone will not be used for verification purposes.
Tax Identification Validation: The portal will validate the Supplier’s Tax Identification Number (TIN)/SS# and legal entity name using the IRS TIN Matching Program.
Business Standing Check: The Supplier’s business status will be verified through relevant government and regulatory databases (e.g., SAM.gov, OFAC) to ensure the business is in good standing.
Compliance Review: Submitted insurance documents and licenses will be reviewed to confirm they meet regulatory requirements.

The Central Finance Offices further review the submission to ensure completeness, accuracy, and compliance. Areas of additional review include, but are not limited to:

Conflict of Interest disclosures
Certificate of Insurance
Contract payment terms
Tax documentation
Banking validation
Restricted Parties Screening

If the submission is incomplete, inaccurate, or fails a compliance check, the Supplier is contacted via the Supplier Gateway to provide corrections or additional documentation. Internal follow-up procedures vary depending on the specific issue or flag raised.

Important: A Supplier may not be approved if the submission conflicts with Yale University policies or applicable laws.

7. Supplier Proxy Registration

A proxy registration is required when a Supplier is unable to complete the registration process and no alternative Supplier is available; making it necessary for the requestor to complete the registration on the Supplier’s behalf with an appropriate manager’s approval (e.g. Lead Administrator or Operations Manager).

Proxy Registration requires formal approval from a Lead Administrator or Operations Manager and may be used only under the following conditions:

Supplier is unable to complete the registration themselves;
No alternative Supplier is available; and
Lead Administrator or Operations Manager approval (as applicable) has been attained.

How to Register a Supplier via Proxy:

Use the Form 3401 FR.08 Supplier Gateway – Proxy Form to request the required information from the Supplier.
Provide the Supplier with the Yale University Supplier Gateway: Reference Guide for Suppliers to support their completion of the form.
The Supplier completes, signs, and returns Form 3401 FR.08 Supplier Gateway – Proxy Form to the requestor.

Once the Supplier returns the complete form to the Requestor, the Requestor may then proceed with Proxy Registration in the Yale Supplier Gateway:

Steps to complete Proxy Registration:

Log into the Yale Supplier Gateway.
Select “Create Supplier”
Enter all required fields marked with a red asterisk (*), including:
- General business information
- Tax and banking details
- Address and primary contact information
Click Submit to complete the registration.

Proxy Registration and standard Supplier Registration share similar validation and Central Finance Office review requirements, including compliance and documentation checks.

Note: When a Supplier completes the standard registration process directly, they are expected to fully maintain accurate and up-to-date information in the Yale Supplier Gateway. However, if a Supplier is unwilling or unable to register themselves, it may indicate that they are also unlikely to manage their own record in the future. In such cases, proxy registration may be appropriate at the discretion of the Requestor and approval of the Requestor’s manager, with the understanding that ongoing maintenance of the Supplier record remains the responsibility of the sponsoring department.

Important: The sponsoring department must promptly destroy all copies of the Proxy form containing sensitive Supplier information after the form has been successfully uploaded into the system, in accordance with Procedure 1609 PR.01 Disposal of Media Containing Confidential or Protected Health Information.

8. Finalizing Supplier Setup in Workday

Once the Supplier registration has been successfully reviewed and approved by Central Finance Offices, the Supplier’s information is integrated into Workday.

Key points to note:

A confirmation email from Workday is automatically sent to both the Supplier and the requestor
The registration process is considered complete only when the Supplier’s status is listed as “Active” in the Yale Supplier Gateway.
Within approximately one hour of final approval, the Supplier will appear as active in the system and is then eligible for transactions such as requisitions or Invoice submissions

9. Changes to Existing Supplier Information

When updates to an existing Supplier’s information are needed, departments should first verify the Supplier’s registration type in the Yale Supplier Gateway.

If the registration type is “Supplier”:

Suppliers are responsible for maintaining and updating their Supplier Gateway account information as needed. This includes, but is not limited to, payment details, certificates of insurance, remittance addresses, and contact information.

Departments should ensure the Supplier is aware of this requirement and portal functionality and provide the Yale University Supplier Reference Guide as a helpful resource.

If the registration type is “Proxy”:

The originating department is responsible for maintaining and updating the proxy records. The Supplier must prompt the business to initiate any needed changes and may request to assume control of their account at any time. Ownership of a proxy record can be transferred to another designated individual within the department, in the event of personnel changes.

The sponsoring department that originally entered the Supplier information submits a new Form 3401 FR.08 Supplier Gateway – Proxy Form to capture any updates and manually update the system. Alternatively, the Supplier can be transitioned to self-managed registration by completing the following steps:

The department should contact the Supplier and request they complete the Form 3401 FR.09 Supplier Gateway – Change Registration Type to Supplier Managed Form.
The completed form must be submitted to the Supplier Compliance Unit (SCU) at: supplier.change@yale.edu.
Once processed, the Supplier’s status is updated from “Proxy” to “Supplier”, allowing them to log in and make changes directly in the Yale Supplier Gateway.

For Suppliers who are established as “approved Suppliers” (e.g. Status of “Active”), utilizing the Supplier portal functionality ensures the greatest ease of doing business. The online portal allows Suppliers to manage company information

10. Expedited Supplier Setups or Changes

In exceptional cases, it may be appropriate to request expedited processing of a Supplier registration or change. To initiate an expedited request, the department must ensure that the Supplier has already submitted their registration or change request prior to submission.

To request expedited processing, the requestor must email askfinance@yale.edu and include the following details:

Supplier name
“Rush” clearly stated in the subject line
Justification for expedited processing, including the potential impact to the University if the request is not expedited
Supplier number (for change requests only)

The Supplier Compliance Unit (SCU) reviews the request and may contact the requestor for additional information or clarification. The requestor is notified of the outcome (e.g. approval or denial) and, if denied, the reason is provided. Approved requests are processed on an expedited basis.

Expedited requests are not considered unless the Supplier registration or change has already been submitted.

11. Reactivation and Deactivation

The process of Yale departments requesting Supplier Reactivation or Deactivation ensures policy compliance and helps prevent duplicate or outdated records in the system. Details for each process are below:

a) Requesting Supplier Reactivation

If a previously active Supplier is no longer available in the system and needs to be reactivated for business purposes, the requestor must follow these steps:

Confirm Need for Reactivation:
Ensure there is a valid business reason for reactivating the Supplier, such as a pending payment, Purchase Order, or upcoming engagement.
Verify Supplier Status:
Before submitting a request, search the Supplier in the system to confirm the Supplier is inactive (and not terminated). If unsure, contact the Supplier Compliance Unit for assistance verifying status.
Submit Reactivation Request via Supplier Gateway.
Wait for Confirmation:
Supplier Compliance reviews the request and confirms once the Supplier has been reactivated or if additional information is needed.

b) Requesting Supplier Deactivation

To remove a Supplier from active status (e.g., no longer doing business with Yale or has a duplicate record), the requestor must follow these steps:

Confirm the Supplier Is No Longer Needed:
Review any open Purchase Orders, pending payments, or ongoing engagements. A Supplier should only be deactivated if it is no longer in use.
Submit Deactivation Request to via Supplier Gateway
Email Procurement with the subject line: “Supplier Deactivation Request – [Supplier Name]”. Include:
- Supplier name and Yale Supplier ID
- Reason for deactivation
- Confirmation that there are no outstanding transactions
- Contact information for follow-up
Procurement Review and Action:
The Supplier Compliance team validates the request, checks for any open items, and deactivates the Supplier, as appropriate. The requestor is notified once the deactivation is complete or if any follow-up is required.