This guide will cover:
If you are not a U.S. citizen, resident alien, or U.S. business, contact the Tax Office at tax@uwyo.edu or 307-766-2821 before beginning the Supplier Registration process.
This guide is intended for new suppliers not already registered with the University of Wyoming. A supplier must be registered for any department on campus to request goods/services from. Below are the steps for registering with the University of Wyoming.
- Verify whether you are currently registered as a supplier for the University of Wyoming and/or verify that your status is Active in our system: Supplier Look-Up Tool
*If you are already registered with the University of Wyoming but need to make changes to your information or reactivate your supplier profile, please contact the Procurement and Payment Services department by emailing new-supplier-request@uwyo.edu.
- If not currently registered, please continue with these Supplier Registration Instructions.
- Before you begin, make sure you have the following information:
- Completed IRS Form W-9
- Supplier contact information
- Supplier business classification information and/or documentation
- Supplier bank account information if you’d like to receive ACH
Accessing the Supplier Registration System
- To access the supplier registration system, please follow this link: Supplier Registration
- Once the website opens, the following screen will appear:
- The next steps will walk through each of the tabs at the right of the screen. All tabs must be completed as described below and all required fields within each tab must be completed accurately.
Company Details
- Please enter the required company information:
- Company – The name on your IRS Form W-9.
- Country - Select the appropriate country from the drop down.
- Taxpayer ID – Enter the EIN/SSN of the supplier (with the appropriate dash(es))
- For foreign businesses/individuals, this can include PAN/TAN/TIN (Permanent Account Number/Tax Deduction and Collection Account Number/Taxpayer Identification Number).
- Organization Type – Select the same tax classification that is selected on your IRS Form W-9 Box 3.
- Supplier Type - Select the appropriate supplier type from the drop down.
- IRS Form W-9 - You must attach a completed IRS Form W-9 (found on the Financial Affairs Forms webpage within the Procurement and Payment Services drop down and under the Procurement header) with an original handwritten signature or authenticated Adobe digital signature or authenticated DocuSign electronic signature with validation envelope intact.
- Once all required fields are completed on the Company Details page, select Continue in the bottom right corner.
Contacts
- Please enter the required contact information, if this will be an administrative contact only, select the Yes option next to Administrative Contact. Administrative contacts will receive general communications.
- If another contact is required, select the "+ Add Another Contact" button and fill in the required information. After the required information is entered, the additional contact will appear in the contact list.
- Once the fields are successfully completed, select Continue to move to Addresses.
Addresses
- At least one address must be created by a new supplier. To create a new address, click the Enter Address box and being typing. You can search for your desired address on the supplier registration as shown below. If you elect not to use the search option, click enter an address.
- If you elected not to use the search option, fill in all required fields (and any applicable optional fields).
- Address Name (e.g. City, State, Month/Year)
- For Address Purpose, please select at least one purpose
- Receive Purchase Orders, Receive Payments, Bid on RFQs
- Country
- Address Line 1
- Optional: Address Lines 2 & 3.
- Enter your Zip/Postal Code (before entering your City, County and State).
- Select the appropriate Postal Code, City, County and State combination.
- Select OK and the remaining City, County and State information will auto fill.
- The previously listed contacts will appear. Select the appropriate contact by clicking the box to the left of the contact name.
- The selected contact will now also serve as the contact for that specific address.
- Create as many addresses as necessary using the +Add Another Address button.
- When finished creating an address(es), select Continue to move to Business Classifications.
Bank Accounts
- To receive payment via ACH, please enter all requisite banking information. Electronic payments are highly recommended. However, if you prefer to be paid by check, do not enter Bank Accounts and select Submit instead
- To enter another bank account, select the + Add Another Bank Account button.
- Once the bank account(s) have been successfully entered, select Save.
Review
- Please review all entered information to make sure it is accurate and correct. If any changes are required, simply click on the appropriate tab on the right side of the screen and modify the information.
- Once the information has been reviewed, select the Submit button. You have completed all steps to register.
Final Steps
These steps have completed the process to submit your information to the University of Wyoming for review.
You will receive an email notification confirming your information has successfully been submitted. The Procurement Services department must review and approve the information before you become a registered supplier. Procurement Services will be in touch with next steps after this review. The typical response time is 1-2 business days, but the response time may vary depending on Procurement operational requirements. Upon approval from the Procurement Services department, you will receive another final email stating your registration approval. Once you receive this email, it is recommended you notify the university’s department personnel you are working with regarding this approval so they can begin the purchase process.
Q: What should I put as my tax organization type if I am just an individual?
A: If you are not a business, you will need to select “Individual/sole proprietor or single-member LLC”
Q: What is my Taxpayer ID?
A: If you are a business you will need to provide your EIN. If you are an individual, you will need to provide your SSN.
Q: What is my Supplier Name?
A: If you are a business you will need to provide your name that found on your IRS Form W-9. If you are an individual, you will need to provide your legal name found on your social security card.
Q: What is a handwritten “wet” signature?
A: A "wet" signature is a physically written signature produced using a pen on a physically printed document. The document can then be scanned or photographed using a digital device (e.g. smartphone, scanner, etc.) and attached to the supplier portal.
Q: What is an authenticated Adobe digital signature or authenticated DocuSign electronic signature?
Α: Examples of each digital signature are listed below. DocuSign electronic signatures need to have the additional validation envelope intact and attached with the Form W-9.
