NEW SUPPLIER SETUP PROCEDURES

FOLLOW ALL STEPS UNDER THE TYPE OF SUPPLIER YOU WOULD LIKE TO SETUP 

The Wesleyan Department must complete and submit the WFS New Supplier Request.  Every Supplier must fill, sign and submit a New Supplier Form AND Form W-9 or W-8, following the instructions on the New Supplier Form.  Foreign nationals and entities require additional verification and documentation as noted below.     

 

U.S. Business/Entity

  1. New Supplier Request Form (Submitted by Wesleyan Department)
  2. New Supplier Form for Businesses (Fill & Sign by Supplier) Direct deposit is preferred, but will not be setup without a voided check, deposit slip, or bank letter attached.
  3. IRS W-9 (Fill & Sign by Supplier)
  4. Affidavit for Location of Work Performed Required for Service Payments to an Agent or Group of Individuals (Fill & Sign by Supplier and Submitted by Wesleyan Department with Payment Voucher) 

 

U.S. Individual

  1. New Supplier Request Form (Submitted by Wesleyan Department)
  2. New Supplier Form for Individuals (Fill & Sign by Supplier) Direct deposit is preferred, but will not be setup without a voided check, deposit slip, or bank letter attached. 
  3. IRS W-9 (Fill & Sign by Supplier)
  4. Affidavit for Location of Work Performed Required for Service Payments for a Group of Individuals (Fill & Sign by Supplier and Submitted by Wesleyan Department with Payment Voucher) 

 

Non-U.S. Business/Entity

  1. The Wesleyan Department must email International Compensation and Taxation at ict@wesleyan.edu the vendor's contact name and email address.  The vendor contact must be the person responsible for completing the entity's W-8.  
  2. ICT will initiate a Sprintax Calculus activation email to the foreign entity's contact person.  The entity's contact person must enter the entity's information into Sprintax Calculus to generate their respective W-8 form.  Payment/s may be made after ICT verifies the W-8.  
  3. New Supplier Request Form (Submitted by Wesleyan Department)
  4. Electronic payment is recommended, but not required.  For a wire transfer to a foreign bank, attach a bank letter with wire instructions to the voucher and type 'PAY BY WIRE' in the voucher Instructions for AP field.    

 

Non-U.S. Individual (Services Inside the U.S.)

The Wesleyan Department must notify International Compensation and Taxation (ICT) about an anticipated payment to a foreign national before a contract is signed and at least 14 days prior to any anticipated services.  All foreign nationals who are present inside the U.S. must have authorization to work before performing any services for the University.  ICT must determine work eligibility and tax status. 

  1. The Wesleyan Department must email ICT at ict@wesleyan.edu, including the foreign national individual's email address, first and last name as it appears on their passport, and attach the contract or include the purpose for the anticipated payment. 
  2. ICT will initiate a Sprintax Calculus TDS activation email to the foreign national.  The foreign national must enter their information into Sprintax Calculus in order for ICT to determine their work eligibility and tax residency.  After ICT verifies the foreign national's work authorization, ICT will meet with the foreign national to complete the appropriate tax forms before the payment is made.  Note: An individual includes a person who is being paid via a company or agent.  If a group of foreign individuals do not have a U.S. ITIN, each individual is treated separately. 
  3. New Supplier Request Form (Submitted by Wesleyan Department once work eligibility is verified by ICT)
  4. Affidavit for Location of Work Performed (Fill & Sign by Supplier and Submitted by Wesleyan Department with Payment Voucher)
  5. Electronic payment is recommended, but not required. For a wire transfer to a foreign bank, attach a bank letter with wire instructions to the voucher and type 'PAY BY WIRE' in the voucher Instructions for AP field.  For a wire transfer to a foreign person with a US bank account, the supplier must complete a Direct Deposit Form for Non US Suppliers with US Bank Account and submit it to aphelp@wesleyan.edu.  A paper check will be disbursed in USD in the absence of a bank letter or direct deposit form. 

Non-U.S. Individual (Services Outside the U.S.)

  1. IRS W-8BEN (Fill & Sign by Supplier)
  2. Affidavit for Location of Work Performed (Fill & Sign by Supplier and Submitted by Wesleyan Department with Payment Voucher)
  3. Electronic payment is recommended, but not required.  For a wire transfer to a foreign bank, attach a bank letter with wire instructions to the voucher and type 'PAY BY WIRE' in the voucher Instructions for AP field.  For a wire transfer to foreign person with a US bank account, the supplier must complete a Direct Deposit Form for Non US Suppliers with US Bank Account and submit it to aphelp@wesleyan.edu.  A paper check will be disbursed in USD in the absence of a bank letter or direct deposit form.