Supplier Onboarding & Maintenance

Before submitting a supplier request, use the Find Suppliers report in Workday to determine whether the supplier already exists. Searching by supplier name and Tax Identification Number helps determine whether a new supplier request, supplier update, or no action is needed.

Search by:

• Supplier name
• Tax Identification Number (TIN / FEIN), obtained from an up-to-date W-9 for domestic suppliers or W-8 for international suppliers

When reviewing a supplier record in Workday, departments should check the supplier status, address information, contacts, payment/remit-to information, Purchase Order issuance information, and compliance items when available.

Submit a Create Supplier Request when the supplier does not exist in Workday.

Submit a Supplier Update request when a supplier already exists in Workday and information needs to be revised or updated, including but not limited to:

• Supplier name
• Address information
• Contact information
• Remittance information
• Banking information
• Tax Identification Number (TIN)
• Compliance documentation or certificates
• Other supplier profile information

If there is no match by supplier name or Tax Identification Number, a new supplier request may be needed. If the supplier already exists and the TIN matches, a supplier update should generally be submitted when updated information is required.

For detailed Workday instructions, refer to the Create Supplier / Update Request Job Aid

Before submitting the Workday request, departments should collect complete and legible supplier documentation. Supplier documentation should be consistent across forms, particularly supplier legal name, address, banking information, and Tax Identification Number.

Domestic suppliers generally provide a W-9 Form. International suppliers generally provide the applicable W-8 Form. The Supplier Create / Maintain Form is required for new supplier requests and many supplier updates

For new suppliers, submit a Create Supplier Request in Workday.

For supplier updates, submit a Create Request → Supplier Update in Workday.

Attach all required documentation to the Workday request, including the Supplier Create / Maintain Form, W-9 or W-8, and any applicable compliance documents, such as Business Registration Certificate, Chapter 51 approval, Affirmative Action / EEO documentation, or Public Works registration documentation, when required.

During the supplier request process, departments may be asked to estimate individual or cumulative purchases within the fiscal year. This information helps determine whether State-required compliance documentation may be required. Collecting applicable compliance items upfront may help avoid delays during the requisition process.

The Supplier & Compliance Operations Team reviews the Workday request and supplier documentation before creating or updating the supplier record.

Supplier records may also be reviewed against regulatory databases, including sanctions, exclusions, and debarment-related checks.

Supplier updates involving banking, remittance address, or contact information may require additional confirmation with the supplier’s point of contact to help protect the supplier and the University from fraud or identity theft.

Departments can track new supplier requests in Workday through My Supplier Requests and supplier update requests through My Requests. The requester will receive a Workday notification once the supplier request or update has been approved.

If the request is returned or sent back for additional information or corrections, the requester is responsible for reviewing the comments, updating the request or documentation, and resubmitting it in Workday.

Departments should not proceed with a requisition or supplier-related transaction until the supplier record is active and required supplier information is available in Workday.

Before using a supplier, departments should confirm the supplier’s active status, address information, payment/remit-to details, Purchase Order delivery information, and applicable compliance documentation when required.

Detailed overview of the supplier create process, required forms, Find Suppliers report, supplier create/update requests, and compliance items. 

• Supplier Create Training

Step-by-step Workday guidance for creating new supplier requests, submitting supplier updates, attaching documentation, completing questionnaires, and tracking request status. 

• Create Supplier / Update Request Job Aid

Form completed by suppliers for new supplier setup and applicable supplier updates, including address, contact, remittance, banking, tax, and payment information. 

• Supplier Create / Maintain Form

Required tax documentation for domestic suppliers. 

• W-9 Form

Required tax documentation for international suppliers. 

• W-8 Form

You must have the Requisitioner security role to access the Create Supplier Request task in Workday. If you need this role, submit a Workday Security Role Request.

The Primary Contact section must include the supplier’s first and last name and must be designated as the primary contact. This information is required in case the Supplier & Compliance Operations Team needs to contact the supplier.

No. Password-protected documents cannot be accepted.

Compliance documents, including the Business Registration Certificate (BRC) and Chapter 51 / EO333 forms, must correspond to the same Tax Identification Number / FEIN associated with the supplier file in Workday. Mismatched information may delay processing.

Supplier requests may be delayed if required documentation is missing or incomplete, compliance documents do not match the supplier's Tax Identification Number (FEIN), or additional verification is required for banking updates.

A new supplier record may be required when the supplier’s Tax Identification Number / FEIN changes. If you are unsure whether to submit a New Supplier Request or Supplier Update Request, contact the Supplier & Compliance Operations Team before submitting your request.

Check Find Suppliers in Workday first. If the supplier is already listed but information on the supplier record needs to be changed or updated, submit a Supplier Update request. Examples include:

• The supplier advises that their company name has changed.
• The supplier's address has changed.
• Banking or remittance information has changed.
• The primary contact has left the company and a new contact needs to be added.
• Tax identification information has changed.
• Compliance documents or certifications need to be updated.
• Other supplier profile information on file is no longer current.

If the supplier exists in Workday and the information on file is accurate, no Supplier Update is required. 

Submit a Supplier Update Request in Workday by entering Create Request in the Workday search bar. Attach a new Supplier Create / Maintain Form and current W-9 or W-8. Refer to the Supplier Update Request Job Aid for detailed instructions.

Type My Supplier Requests in the Workday search bar to view the status of your supplier requests.

You will receive a Workday notification once the supplier request has been processed.

Email vendorcreate@montclair.edu.