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 Form.
The Supplier/Service Provider must complete forms/submit required information as directed below.  The Supplier is the individual/entity receiving the payment.  The Service Provider is the individual providing the service.  
Foreign nationals and entities require additional verification and documentation as noted below.  It is very important to complete these steps at least two weeks (14 business days) prior to the purchase of goods/services.     
 

US Individual

  1. New Supplier Request Form (Wesleyan Department must submit in WesPortal)
  2. New Supplier Form for Individuals (Supplier must Fill & Sign and upload to the Finance Dropbox)  * Direct deposit is preferred, but will not be setup without a voided check, deposit slip, or bank letter submitted with the New Supplier Form.
  3. IRS W-9 (Supplier must Fill & Sign and upload to the Finance Dropbox)

  Please Note: The Affidavit for Location of Work Performed is required when making a payment to an Agent or Group.  The person/s who are physically providing the service (Service Provider) must complete the Affidavit.  (Service Provider must Fill & Sign and submit to the Wesleyan Department. Wesleyan Department must attach to the related AP Voucher)  


US Business/Entity

  1. New Supplier Request Form (Wesleyan Department must submit in WesPortal)
  2. New Supplier Form for Businesses (Supplier must Fill & Sign and upload to the Finance Dropbox)     *Direct deposit is preferred, but will not be setup without a voided check, deposit slip, or bank letter submitted with the New Supplier Form.
  3. IRS W-9 (Supplier must Fill & Sign and upload to the Finance Dropbox)
  Please Note: The Affidavit for Location of Work Performed is required when making a payment to an Agent. The person/s who are physically providing the service (Service Provider) must complete the Affidavit. (Service Provider must Fill & Sign and submit to the Wesleyan Department. Wesleyan Department must attach to the related AP Voucher)   

 
                        FOREIGN NATIONALS AND ENTITIES
WHEN REQUESTING THE CREATION OF A NEW SUPPLIER FOR A PAYMENT TO/FOR A NON-US ENTITY OR INDIVIDUAL, THE PROCESS AND FORMS REQUIRED DEPEND ON THE TYPE OF PAYMENT TO BE MADE. 


Non-US Individual (Conducting Services Inside the US) 
**A Foreign National/Non-US Citizen must be present in the US in a visa immigration category which allows them to provide services for and accept a payment from Wesleyan.  Work without authorization can put the individual's current and future immigration status at risk.  It is extremely important to begin the document collection process at least 14 business days before services are expected to be performed.  

**Payments are subject to 30% nonresident IRS income tax withholding and reporting, unless an exception applies.  

  1. New Supplier Request Form (Wesleyan Department must submit in WesPortal, typing 'Individual conducting services inside the US', the Contact Name, and Email Address of the Supplier, in the Additional Comments field) 
  2. ICT will create a Sprintax Calculus profile for the Supplier and initiate an email to them. 
  3. Register in Sprintax Calculus (Supplier must register in Calculus and enter their information to generate their respective Form W-8 or W-9) 
  4. Upload Work Authorization Documents in Sprintax Calculus (Supplier must upload their Passport, I-94, and proof of US Work Authorization in the Calculus Document Exchange before services are performed)
  5. Sprintax Generated Form W-8/W-9 (Supplier must upload their signed Sprintax generated Form W-8 or W-9 in the Calculus Document Exchange)
  6. Email ICT (Supplier must email ict@wesleyan.edu when their required documents and completed Form W-8 or W-9 are uploaded in the Calculus Document Exchange) Wesleyan requires the Calculus generated and signed Form W-8 or W-9.  
  7. Affidavit for Location of Work Performed (Supplier must Fill & Sign and submit to the Wesleyan Department. Wesleyan Department must attach to the AP Voucher)
  8. Once the Supplier's Work Authorization is verified, the Supplier may conduct the services.
  9. Once the Supplier's Form W-8 or W-9 is submitted, a payment can be disbursed. 

  Please Note:

  • If the Supplier has a US bank account, they may complete a Direct Deposit Form for Non US Suppliers with a US Bank Account and submit it to the Finance Dropbox.  Direct Deposit will not be setup without a voided check, deposit slip, or bank letter submitted with the Form.
  • In the absence of a US bank account, a wire transfer to a foreign country may be made. To request a wire transfer to a foreign bank account, the Wesleyan Department must do the following:
    1. Collect a bank letter/deposit slip, with the wire instructions, from the Supplier
    2. Attach the bank letter/deposit slip to the related AP Voucher
    3. Type 'PAY BY WIRE' in the Voucher AP Instructions field
    4. Add the Treasury Analyst, Nate Seng, to the end of the voucher workflow 
  • A paper check will be disbursed in USD in the absence of a direct deposit form or bank letter.
  • Form W-8 expires at the end of the third calendar year after it is signed.  If purchases from a foreign Supplier are ongoing, Wesleyan is required to collect a new Form W-8 upon expiration of the previous form on file. 


Non-US Individual (Conducting Services Inside the US) Payable to an Agent
**A Foreign National/Non-US Citizen must be present in the US in a visa immigration category which allows them to provide services for and accept a payment from Wesleyan.  Work without authorization can put the individual's current and future immigration status at risk.  It is extremely important to begin the document collection process at least 14 business days before services are expected to be performed.  

**Payments are subject to 30% nonresident IRS income tax withholding and reporting, unless an exception applies.  

  1. New Supplier Request Form (Wesleyan Department must submit in WesPortal, typing 'Individual conducting services inside the US-Payable to Agent', the Name of the Service Provider/s, and Email Address/es of the Service Provider/s, in the Additional Comments field) 
  2. ICT will create a Sprintax Calculus profile for the Service Provider/s and initiate an email to them. 
  3. Register in Sprintax Calculus (Service Provider/s must register in Calculus and enter their information to generate their respective Form W-8 or W-9) 
  4. Upload Work Authorization Documents in Sprintax Calculus (Service Provider/s must upload their Passport, I-94, and proof of US Work Authorization in the Calculus Document Exchange before services are performed)
  5. Sprintax Generated Form W-8/W-9 (Service Provider/s must upload their signed Sprintax generated Form W-8 or W-9 in the Calculus Document Exchange)
  6. Email ICT (Service Provider/s must email ict@wesleyan.edu when their required documents and completed Form W-8 or W-9 are uploaded in the Calculus Document Exchange) Wesleyan requires the Calculus generated and signed Form W-8 or W-9.  
  7. Affidavit for Location of Work Performed (Service Provider/s must Fill & Sign and submit to the Wesleyan Department. Wesleyan Department must attach to the AP Voucher)
  8. Once the Service Provider/s Work Authorization is verified, the Service Provider/s may conduct the services.
  9. Once the Service Provider/s Form W-8 or W-9 is submitted, a payment can be disbursed.

  Please Note:

  • If the Supplier has a US bank account, they may complete a Direct Deposit Form for Non US Suppliers with a US Bank Account and submit it to the Finance Dropbox.  Direct Deposit will not be setup without a voided check, deposit slip, or bank letter submitted with the Form.
  • In the absence of a US bank account, a wire transfer to a foreign country may be made. To request a wire transfer to a foreign bank account, the Wesleyan Department must do the following:
    1. Collect a bank letter/deposit slip, with the wire instructions, from the Supplier
    2. Attach the bank letter/deposit slip to the related AP Voucher
    3. Type 'PAY BY WIRE' in the Voucher AP Instructions field
    4. Add the Treasury Analyst, Nate Seng, to the end of the voucher workflow 
  • A paper check will be disbursed in USD in the absence of a direct deposit form or bank letter.
  • Form W-8 expires at the end of the third calendar year after it is signed.  If purchases from a foreign Supplier are ongoing, Wesleyan is required to collect a new Form W-8 upon expiration of the previous form on file. 


Non-US Individual (Conducting Services Outside the US)

  1. New Supplier Request Form (Wesleyan Department must submit in WesPortal, typing 'Individual conducting services outside the US' in the Additional Comments field)
  2. IRS W-8BEN (Supplier must complete and upload to the Finance Dropbox)  
  3. Affidavit for Location of Work Performed (Service Provider must Fill & Sign and submit to the Wesleyan Department. Wesleyan Department must attach to the AP Voucher)

    Please Note:

  • If the Supplier has a US bank account, they may complete a Direct Deposit Form for Non US Suppliers with a US Bank Account and submit it to the Finance Dropbox.  Direct Deposit will not be setup without a voided check, deposit slip, or bank letter submitted with the Form.
  • In the absence of a US bank account, a wire transfer to a foreign country may be made. To request a wire transfer to a foreign bank account, the Wesleyan Department must do the following:
    1. Collect a bank letter/deposit slip, with the wire instructions, from the Supplier
    2. Attach the bank letter/deposit slip to the related AP Voucher
    3. Type 'PAY BY WIRE' in the Voucher AP Instructions field
    4. Add the Treasury Analyst, Nate Seng, to the end of the voucher workflow 
  • A paper check will be disbursed in USD in the absence of a direct deposit form or bank letter.
  • Form W-8 expires at the end of the third calendar year after it is signed.  If purchases from a foreign Supplier are ongoing, Wesleyan is required to collect a new Form W-8 upon expiration of the previous form on file. 


Non-US Business/Entity (Purchase of Tangible Goods)

  1. New Supplier Request Form (Wesleyan Department must submit in WesPortal, typing 'Purchase of tangible goods' in the Additional Comments field)
  2. Applicable IRS W-8 (Supplier must complete and upload to the Finance Dropbox)  

    Please Note:

  • If the Supplier has a US bank account, they may complete a Direct Deposit Form for Non US Suppliers with a US Bank Account and submit it to the Finance Dropbox.  Direct Deposit will not be setup without a voided check, deposit slip, or bank letter submitted with the Form.
  • In the absence of a US bank account, a wire transfer to a foreign country may be made. To request a wire transfer to a foreign bank account, the Wesleyan Department must do the following:
    1. Collect a bank letter/deposit slip, with the wire instructions, from the Supplier
    2. Attach the bank letter/deposit slip to the related AP Voucher
    3. Type 'PAY BY WIRE' in the Voucher AP Instructions field
    4. Add the Treasury Analyst, Nate Seng, to the end of the voucher workflow 
  • A paper check will be disbursed in USD in the absence of a direct deposit form or bank letter. 
  • Form W-8 expires at the end of the third calendar year after it is signed.  If purchases from a foreign Supplier are ongoing, Wesleyan is required to collect a new Form W-8 upon expiration of the previous form on file. 


Non-US Business/Entity (Conducting Services Outside the US)

  1. New Supplier Request Form (Wesleyan Department must submit in WesPortal, typing 'Conducting services outside the US' in the Additional Comments field)
  2. Applicable IRS W-8 (Supplier must complete and upload to the Finance Dropbox)  
  3. Affidavit for Location of Work Performed (Service Provider must Fill & Sign and submit to the Wesleyan Department. Wesleyan Department must attach to the AP Voucher)

    Please Note:

  • If the Supplier has a US bank account, they may complete a Direct Deposit Form for Non US Suppliers with a US Bank Account and submit it to the Finance Dropbox.  Direct Deposit will not be setup without a voided check, deposit slip, or bank letter submitted with the Form.
  • In the absence of a US bank account, a wire transfer to a foreign country may be made. To request a wire transfer to a foreign bank account, the Wesleyan Department must do the following:
    1. Collect a bank letter/deposit slip, with the wire instructions, from the Supplier
    2. Attach the bank letter/deposit slip to the related AP Voucher
    3. Type 'PAY BY WIRE' in the Voucher AP Instructions field
    4. Add the Treasury Analyst, Nate Seng, to the end of the voucher workflow 
  • A paper check will be disbursed in USD in the absence of a direct deposit form or bank letter.
  • Form W-8 expires at the end of the third calendar year after it is signed.  If purchases from a foreign Supplier are ongoing, Wesleyan is required to collect a new Form W-8 upon expiration of the previous form on file. 


Non-US Business/Entity (Purchase of Rights of Use/Royalties) 
**Payments are subject to 30% nonresident IRS income tax withholding and reporting, unless an exception applies. 

  1. New Supplier Request Form (Wesleyan Department must submit in WesPortal, typing 'Purchase of rights of use/royalties, the Contact Name, and Email Address of the person responsible for completing the enitity's Form W-8, in the Additional Comments field) 
  2. ICT will create a Sprintax Calculus profile for the entity and initiate an email to the entity's contact person. 
  3. Register in Sprintax Calculus (Supplier must register in Calculus and enter the entity's information to generate their respective Form W-8) 
  4. Sprintax Generated Form W-8 (Supplier must upload the signed Sprintax generated Form W-8 in the Calculus Document Exchange and email ict@wesleyan.edu when the completed Form W-8 is uploaded) Wesleyan requires the Calculus generated and signed Form W-8. 
  5. Once the entity's completed Calculus profile and Form W-8 are verified by ICT, a payment can be disbursed. 

     Please Note:

  • If the Supplier has a US bank account, they may complete a Direct Deposit Form for Non US Suppliers with a US Bank Account and submit it to the Finance Dropbox.  Direct Deposit will not be setup without a voided check, deposit slip, or bank letter submitted with the Form.
  • In the absence of a US bank account, a wire transfer to a foreign country may be made. To request a wire transfer to a foreign bank account, the Wesleyan Department must do the following:
    1. Collect a bank letter/deposit slip, with the wire instructions, from the Supplier
    2. Attach the bank letter/deposit slip to the related AP Voucher
    3. Type 'PAY BY WIRE' in the Voucher AP Instructions field
    4. Add the Treasury Analyst, Nate Seng, to the end of the voucher workflow 
  • A paper check will be disbursed in USD in the absence of a direct deposit form or bank letter.
  • Form W-8 expires at the end of the third calendar year after it is signed.  If purchases from a foreign Supplier are ongoing, Wesleyan is required to collect a new Form W-8 upon expiration of the previous form on file.


Non-US Business/Entity (Conducting Services Inside the US) 
**A Foreign National/Non-US Citizen must be present in the US in a visa immigration category which allows them to provide services for and accept a payment from Wesleyan.  Work without authorization can put the individual's current and future immigration status at risk.  It is extremely important to begin the document collection process at least 14 business days before services are expected to be performed. 

**Payments are subject to 30% nonresident IRS income tax withholding and reporting, unless an exception applies. 

  1. New Supplier Request Form (Wesleyan Department must submit in WesPortal, typing 'Conducting services inside the US-Payable to Non-US entity', the Contact Name, and Email address of the person responsible for completing the enitity's Form W-8, in the Additional Comments field) 
  2. ICT will create a Sprintax Calculus profile for the entity and initiate an email to the entity's contact person. 
  3. Register in Sprintax Calculus (Supplier must register in Calculus and enter the entity's information to generate their respective Form W-8) 
  4. Sprintax Generated Form W-8 (Supplier must upload the signed Sprintax generated Form W-8 in the Calculus Document Exchange and email ict@wesleyan.edu when the completed Form W-8 is uploaded) Wesleyan requires the Calculus generated and signed Form W-8. 
  5. Affidavit for Location of Work Performed (Service Provider must Fill & Sign and submit to the Wesleyan Department. Wesleyan Department must attach to the AP Voucher)
  6. Once the entity's completed Calculus profile and Form W-8 are verified by ICT, and Affidavit is received, a payment can be disbursed. 
  7. Once the Supplier's Work Authorization is verified, the Supplier may conduct the services
  8. Once the Supplier's Form W-8 or W-9 is submitted, a payment can be disbursed. 

    Please Note:

  • If the Supplier has a US bank account, they may complete a Direct Deposit Form for Non US Suppliers with a US Bank Account and submit it to the Finance Dropbox.  Direct Deposit will not be setup without a voided check, deposit slip, or bank letter submitted with the Form.
  • In the absence of a US bank account, a wire transfer to a foreign country may be made. To request a wire transfer to a foreign bank account, the Wesleyan Department must do the following:
    1. Collect a bank letter/deposit slip, with the wire instructions, from the Supplier
    2. Attach the bank letter/deposit slip to the related AP Voucher
    3. Type 'PAY BY WIRE' in the Voucher AP Instructions field
    4. Add the Treasury Analyst, Nate Seng, to the end of the voucher workflow 
  • A paper check will be disbursed in USD in the absence of a direct deposit form or bank letter.
  • Form W-8 expires at the end of the third calendar year after it is signed.  If purchases from a foreign Supplier are ongoing, Wesleyan is required to collect a new Form W-8 upon expiration of the previous form on file.