Substitute W-9 & Direct Deposit Authorization (Vendor Maintenance) Instructions for OSU Staff

Vendors that meet the following must complete this Substitute W-9 Form:

1. A U.S. entity (including a resident Alien; AND
2. A Vendor that provides goods or services to Oregon State University; AND
3. Will receive payment from Oregon State University.

Do not use the W-9 for Foreign Vendors, Staff, Students, Participants, Candidates, or Volunteers. See below for instructions.

Prior to Oregon State University issuing a purchase order or payment, we require a completed OSU Substitute W-9 Form to be on file with the University. The OSU Substitute W-9 is used to obtain W-9 information as well as any minority-owned, women-owned, small emerging business and disadvantaged (MWESB) statuses. Information on state certified MWESB statuses is available at the state website: http://egov.oregon.gov/DCBS/OMWESB/certification.shtml.

Although the information on this form may be similar to what is typically provided on an IRS W-9 Form, an IRS W-9 Form may not be submitted in lieu of this OSU Substitute W-9 Form.

The Substitute W-9 and Direct Deposit Authorization Form is used when a new vendor needs to be set up in Banner or there is a change to vendor data.

To establish a new vendor:

• Email a copy of the fill-able PDF form to the vendor with instructions to add your contact information in the “Requesting Department Contact” field in the upper right hand corner of the form. DO NOT FAX this form. Faxing this form does not allow the vendor to fill the form out electronically and may reduce the data integrity and image quality upon return.
• The vendor should complete all sections on the form, print, sign, and include a voided check.  The vendor should send the completed form to Business Affairs (see address on the form and listed below). E-mail is not secure. To protect the vendor's confidential information, vendors should not email the completed form.
• Business Affairs will complete the set up in Banner and call the “Requesting Department Contact” if more information is needed.

To make changes to an existing vendor:

• Vendor must complete & sign form for changes to:
  • Tax ID
  • Legal Name
  • Vendor Type
  • Direct Deposit
  • Address Changes (if not provided on invoice or written communication from Vendor)
• Department Contact may complete form on behalf of vendor only if:
  • Address Changes (If accompanied by invoice with new address noted or written communication from Vendor noting change.)
  • Contact Information Update

Mark the Update option at the top and fill in only the applicable areas for the change being requested.

To change the default address for a vendor, use this form to update the address and notify Mary Page at 737-0623 or mary.page@oregonstate.edu to use the new address as the default.

For complete policy and procedures please refer to: Vendor Search Instructions

Vendors that are a Foreign Alien or Entity must complete a W-8 Form. Instructions and forms may be found at:
www.oregonstate.edu/fa/businessaffairs/bcr/W8. Do not use this Substitute W-9 form for a Foreign Alien or Entity.

Students, Staff, Volunteers, Candidates, Participants, and other persons that require vendor setup to receive a payment must have the requesting department complete the Activation & Maintenance Request For Reimbursement Payments Form found at: www.oregonstate.edu/fa/businessaffairs/sites/default/files/faa/Activation.pdf

Required authorization

Signature of Company Officer for new or vendor required changes.

Items to attach to this form

A voided check should be included for direct deposit setup.

Where to send the completed form

OSU Business Affairs, Vendor Maintenance
B306 Kerr Administration Building
Corvallis, OR 97331

Fax: 541-737-2069

Need help?

Contact Mary Page at 737-0623 or mary.page@oregonstate.edu

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