8.5 Vendor Setup and Maintenance

Policy Statement

A vendor ID must be created in Banner before a purchase order or most payments can be processed for that vendor. Vendor information in Banner should be up to date and accurate.

Reason for the Policy

Banner vendor records are used to track:

• Payment history
• 1099 information for tax reporting
• Vendor business status for tax identification
• Vendor diversity certification
• Conflict of interest information

Applicability of the Policy

A permanent vendor setup is required before a purchase order or payment can be issued, except in the following situations:

• Refunds of any kind
• Non-employee reimbursements
• Payments to human subjects totaling less than $200.00 in a calendar year

Procedure

Setting up and updating a new vendor can be a complex process. Units should plan ahead to avoid delays. University Payables is responsible for establishing and maintaining vendor profiles in Banner. Instructions to set up or update vendor records in Banner are provided at Vendor Setup and Update.