Supplier Set Up and Supplier Change Requests

    Definition

    For payments to be made on goods/services, or to reimburse an individual, a supplier must be set up in Workday. Different types of suppliers include businesses, organizations and individuals. Guest speakers that you reimburse or Yale students are set up as individuals. The most efficient way to setup Yale University students as a supplier is to use PandA.

    Supplier Set-Up is initiated via Workday (create supplier request task). Supplier information is updated by submitting a change request to the Supplier Compliance Unit (SCU). Use Form 3205 FR.09 Supplier Change Request.

    Key Information
    • Start with the preferred Suppliers found in the Buying Guide to fulfill procurement needs. Suppliers found in the guide are already set-up and have had pricing negotiated
    • The Supplier must be active in Workday before payment can be issued. This is determined by running the Find Suppliers – Yale report
    • Specific information is required for both setting up a supplier, and updating a supplier. Follow the Supplier Set-Up/Change Request Checklist to ensure an accurate submission.
    • Use the Disbursement Type Selection Chart as a guide to choosing an appropriate disbursement type for the supplier
    To Start
    Order of Work Action to Take Essential Process Details/Helpful Tips
    1 If you are purchasing goods/services, verify if the University already has an approved supplier in place Yale negotiated Suppliers can be found in the Buying Guide
    2 Verify the status of the supplier in Workday Run the Find Supplier - Yale report
    3 Gather required documentation and information
    • Refer to the Supplier Set-Up/Change Request Checklist
    • If a change request:
      • Confirm that the contact information is current
    • If an international supplier is in Workday, confirm that the W8-BEN/W8-BENE is on file and valid by running the Find Supplier- Yale report in Workday.
      • The last two columns of this report identify the date the W8 BEN was signed and the date it expires
    Set-Up a Supplier
    Order of Work Action to Take Essential Process Details/Helpful Tips
    1 Set-Up a Supplier
    • Use the Create Supplier Request task in Workday
    • Follow the steps in the Create Supplier Request Training Guide
    • Failure to complete all required fields or attach the required documentation will result in requests being sent back to the departments
    2 Add attachments to the Supplier Set-Up
    • Attachments should be saved as individual files in PDF format
    • Submit banking information and appropriate forms with your set-up request
      • Please ensure the ACH or Wire form is signed and dated by the supplier and department. Your request will be returned if this is not completed
      • Please ensure the information provided on banking document matches the backup documentation provided. Your request will be returned if the documentation does not match
      • Please ensure Section 2 of Form 3401 FR.01 Supplier Payment Setup: Wire Transfer is filled out correctly using the Wire Reference Tool shown in the form. Setting up suppliers for electronic payment during the initial setup is best practice and is much faster than requesting a bank change.
    Change/Update a Supplier
    Order of Work Action to Take Essential Process Details/Helpful Tips
    1 Identify all changes or updates Complete Form 3205 FR.09 Supplier Change Request in its entirety
    2 Add attachments to change request email (if required)
    • Attachments should be saved as individual files in PDF format
    • If applicable, submit banking information and appropriate forms with your set-up request
      • Please ensure the ACH or Wire form is signed and dated by the supplier and department
      • Please ensure the information provided on banking document matches the backup documentation provided
      • Please ensure Section 2 of Form 3401 FR.01 Supplier Payment Setup: Wire Transfer is filled out correctly using the Wire Reference Tool shown in the form. Setting up suppliers for electronic payment during the initial setup is best practice and is much faster than requesting a bank change.
    • Attaching an updated W-9 or W-8 BEN/W-8 BENE is always recommended
      • Please ensure the forms are signed and dated by the supplier. Your request will be returned if it is not signed and dated.
    3 Submit your request Email form to supplier.change@yale.edu
    Monitor the Status of a Supplier
    Order of Work Action to Take Essential Process Details/Helpful Tips
    1 Check/Confirm the status of work submission and turnaround times for set ups and change requests
    • Finance Daily Report
    • Monitor your Workday inbox for a notification that set up has been completed
    • Wait to receive email confirmation that change request has been completed
      • Email confirmation will contain a confirmation number which can be used to by the FSC to track status
    2 Run as needed: Find Suppliers – Yale
    Roles Required

    Workday Roles Required

    If You Need To: Request the Following Role:
    Initiate/Create Cost Center AP Specialist
    Monitor Monitor. P2P Invoice Specialist or Cost Center Financial Analyst
    Central Approver Supplier Compliance Manager

    See full list of Workday Roles.

    Policies and Procedures
    Training Guides & Tools