Suppliers

A supplier is a person or entity who provides goods or services to the institution or general public.  The goods or services provided by a supplier may be needed to support our institutions daily operations and primary objectives but do not typically overlap with duties/responsibilities generally assigned to employees.   

Before submitting requests for suppliers please ask the following questions: 

  1. If a person, will the person be teaching in any capacity ?
  2. If a person, has the person worked as an employee within the last year at UAF?

If either of the these questions result in "Yes" then the person does not qualify as a supplier. 

A request for adding such person to the system should be directed to Human Resources Compensation via Help Ticket.

Workday

Suppliers have been harmonized across the U of A system. 

Workday structures suppliers by the 'primary' name, which is the name associated with the TIN and the name that will display on the screen.  For example, if you type in "Chartwells", the name that will display is "Compass Group USA."  Typing in “Chartwells” and receiving this name back ensures that you have the correct supplier.  We understand this is a training issue for our campus users and  hopeful that future releases of Workday will include a modified process.

All supplier requests require approval by the Workday Support Group before they are set to an active status and available for use.

Methods for requesting Suppliers in Workday:

1) Supplier Identification Form – for new Suppliers and updates to current Suppliers

  • Supplier must complete the Supplier Identification Form and attach applicable required documents (e.g., W9, W8, Bank Confirmation, etc.).
  • Suppliers must “confirm” on the Supplier Identification Form which department and department rep they are working with:
    • “What type of services/goods will you be performing/providing for the University of Arkansas (UA)?”
    • “What UA department are you working with? Who is the UA contact?”
  • Once completed, Supplier must "Submit" the form (last page of the form).
  • Bank confirmation required in English for payments by wire transfer or ACH
    • When providing information for payment by wire transfer or ACH, a confirmation submitted on bank letterhead, in English, with relevant account information will be required prior to all wire transfer or ACH payments to institutions, companies and individuals.
    • Bank confirmation must include the account name, account number, address, and routing number for both ACH and wire payments, in addition to any applicable transaction codes (i.e., SWIFT, IBAN, branch code, sort code, etc.)
  • Submissions must include fully completed information and proper attachments to be considered for entry and streamlined verification.  
  • Submission of the Supplier Form does not automatically transfer information to Workday. All supplier requests require the verification process and approval by the Workday Support Group before the information is manually transmitted to Workday with an active status and available for use. 
  • NOTE:  Random supplier requests that are not confirmed will be placed on hold.

2) Workday – for new Suppliers submitted by UARK employees

  • “Create Supplier Request”
  • Supplier Name, Tax ID, and Category required
  • Domestic Supplier - completed W9 Form required as attachment to the request
  • International Supplier - completed appropriate W8 Form required as attachment to the request
  • Bank confirmation required in English for payments by wire transfer or ACH
    • When providing information for payment by wire transfer or ACH, a confirmation submitted on bank letterhead, in English, with relevant account information will be required prior to all wire transfer or ACH payments to institutions, companies and individuals.
    • Bank confirmation must include the account name, account number, address, and routing number for both ACH and wire payments, in addition to any applicable transaction codes (i.e., SWIFT, IBAN, branch code, sort code, etc.)
  • Submissions must include fully completed information and proper attachments to be considered for entry and streamlined verification.
  • Submission of the Supplier Request does not automatically transfer information to Workday.  All supplier requests require the verification process and approval by the Workday Support Group before the information is manually transmitted to Workday with an active status and available for use.

3) Help Portal (Cherwell) – only for updates to current Suppliers submitted by UARK employees

  • https://workday.uark.edu/help/financial-affairs.php.  Scroll down and click on “Submit a Supplier Ticket”
  • Submissions must include fully completed information and proper attachments to be considered for entry and streamlined verification.
  • There is no need to create a help ticket UNLESS you wish to update information related to a current Supplier in Workday.  For New Suppliers, please send the proposed Supplier the Supplier Identification Form website link to fill out and submit.

4) Requests for the Supplier Team

  • Requests should only be sent to the Supplier Team Email if one of the methods described above do not apply.
  • DO NOT send requests directly to an individual’s email address.

Supplier Verification

All suppliers are verified via the IRS Verification Tool before they will be entered into the Workday system.  Once entered the supplier has a status of 'inactive' until electronic approval by the Workday Support Team. 

  • All supplier requests require approval by the Workday Support Group before they are set to an active status and available for use.
  • All foreign suppliers require a W8 or comparable form with identifying numbers.
  • All foreign suppliers without a domestic presence will be paid via bank wire, so please ensure that they provide their banking information.
  • Bank Confirmation RequiredA confirmation submitted on bank letterhead, in English, with relevant account information will be required prior to all wire transfer or ACH payments to institutions, companies and individuals.  For example, the bank confirmation must include the account name, account number, address, and routing number for both ACH and wire payments, in addition to any applicable transaction codes (i.e., SWIFT, IBAN, branch code, sort code, etc.)

Supplier Identification Form 

If you need alternative (written) documents or forms, contact the Supplier Team at supplier@uark.edu.

A Supplier Identification Form is required for all active suppliers.  To ensure Purchase Orders and Remittance payments are handled appropriately, fields (e.g. ACH) have been incorporated into the online form.  In order to register to do business with the University of Arkansas, all new suppliers are required to use the online form.

Tips when completing the Supplier Identification Form:

  • The link for the Supplier Identification Form MUST be used by the person submitting the form.   Once the link is clicked, an original form number is created for the user.
  • If starting over, click on the link again.
  • Do not autofill from information saved on your computer. Information must be entered.
  • We recommend completing the form on a desktop or laptop computer.
  • For Foreign Suppliers:
    • Complete a W8 or comparable form that will be uploaded with the Supplier Identification Form.
    • The University will process payments via wire for foreign suppliers without domestic presence.
    • Bank Confirmation RequiredA confirmation submitted on bank letterhead, in English, with relevant account information will be required prior to all wire transfer or ACH payments to institutions, companies and individuals.  For example, the bank confirmation must include the account name, account number, address, and routing number for both ACH and wire payments, in addition to any applicable transaction codes (i.e., SWIFT, IBAN, branch code, sort code, etc.)

Trademark Licensing

The University of Arkansas Trademark Licensing program serves to promote, preserve and protect the use of its name(s), verbiage, and identifying trademarks.  The U of A wishes to maintain association of its trademarks with quality products that are competitively priced by appropriately licensed companies.

For specific information and guidance about the U of A licensing program please visit the University of Arkansas Trademark Licensing Office.

If you have any questions on bidding opportunities please visit the Hogbid site.

Federal Transit Administration (FTA) Funds

Uniform Commercial Guidance