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 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)

 

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)

 

Non-U.S. Business/Entity

  1. New Supplier Request Form (Submitted by Wesleyan Department)
  2. IRS W-8 (Fill & Sign by Supplier)
  3. Foreign Wire Request Form or Direct Deposit Form for Non US Suppliers with US bank account (completed by Supplier).  A paper check will be disbursed in the absence of a wire request or direct deposit form. 

 

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 eligiblity 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 initate a Sprintax TDS activation email to the foreign national.  The foreign national must enter their information into Sprintax TDS in order for ICT to determine their work eligiblity 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. If requested:  Foreign Wire Request Form or Direct Deposit Form for Non US Suppliers with US Bank Account (Fill & Sign by Supplier).  A paper check will be disbursed in USD in the absence of a wire request 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. If requested:  Foreign Wire Request Form or Direct Deposit Form for Non US Suppliers with US Bank Account (Fill & Sign by Supplier).  A paper check will be disbursed in USD in the absence of a wire request or direct deposit form.