Oregon State University

406-13 Vendor Maintenance

Fiscal Operations Manual
Section 400: Expenditures
Effective: 01/01/2003
Revised: 02/15/2013

A vendor must be established in FIS Banner before a purchase order can be processed or an invoice paid. New vendors are set up in Banner FIS at the request of the ordering department. If the unit cannot find a specific vendor in Banner through a tax identification number (TIN) or name search, the appropriate Vendor Maintenance Form should be completed and sent (usually by fax to 541-737-2069) to Business Affairs, Vendor Maintenance. The Business Affairs staff performs research to make sure the vendor does not exist and, if it does not, enters the information into Banner as appropriate.

Reminder: Whenever there is a change of address for a vendor (other than an OSU employee or an OSU Student), a Vendor Maintenance Form should be completed. A copy of an invoice showing the new remit-to address needs to be attached to this form and forwarded to Vendor Maintenance. A Substitute W-9 Form must be completed and signed for any terminated business entity vendor that needs to be reactivated (foreign entity reactivation requires a W-8 Form).

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