Finance has seen an uptick in the number of new/updated supplier paperwork (Supplier/Payee Information Form or SPIF and the W-9) needing to be returned to due to incomplete information.
Below are useful tips that will help ensure proper completion when filling out this paperwork.
- All supplier forms must be signed and dated. Supplier entry will not accept any supplier forms that have not been signed and dated by the supplier. Any forms received without signatures and dates will be returned, delaying the setup of the supplier. Electronic signatures are acceptable.
- The remit to section of the Supplier/Payee Information Form (SPIF) MUSTbe filled out for all new suppliers (except individuals which use their address as the remit to). Even if Electronic Funds Transfer information has been provided, the remit to address will be used in the event a check has to be cut or a 1099 form must be issued at the end of the calendar year. An email address is REQUIREDso that a remittance advice can be sent to the supplier when a payment is made. The email address also allows the University to communicate with the supplier in the event of something unforeseeable, which is important now more than ever in these uncertain times.
- The send purchase order to section on the SPIF MUSTbe filled out if you are using the supplier for any requisition type. This is necessary to ensure that the supplier receives a copy of the University purchase order which conveys the terms and conditions in which the supplier has agreed to do business with the University.
- Direct deposit is required for all new suppliers . The Electronic Funds Transfer MUSTbe filled out. When updating an existing supplier’s banking information, the Finance department will reach out to the supplier for verification, and the request will not be processed until the information is verified. This is necessary to ensure there is no fraudulent requests to change banking information. Fraudulent attempts to change banking information have increased since the start of COVID and the University must double check this information with the authorized supplier contact on file before making changes to bank accounts.
- The name(s) and EIN/SSN on the SPIF MUSTmatch the name(s) and EIN/SSN on the IRS W-9 form.
- The SSN should be filled out only if “Individual” is marked on the W-9 form, any other entity must fill out the EIN.
- The Tax Classification section must be filled out on the W-9. The W-9 is a Federal government form and all sections must be completed for the W-9 to be considered valid under Federal tax laws.
Along with these useful tips, Finance also has resources available to assist suppliers in completing the SPIF. The Supplier/Payee Information Form Quick Reference Guide can be found on the Finance website by selecting Resources at the top of the Finance webpage, then selecting Quick Reference Guides from the dropdown. There is also a YouTube video available to guide users in completion of the SPIF.
Questions? Contact Finance Customer Care at financecustomercare@ohio.edu .