Accounts Payable FAQs

Supplier Information

Why are the W-9 and Supplier Set-Up Forms required? 

• In order to be in compliance with state policies, we are required to include certain information about our Suppliers in our database.  The W-9 allows Shared Services to set up the Supplier in compliance with IRS files and the Supplier Set-Up form allows Shared Services to enter the supplier’s current remittance information as per BOR policy.  Both the W-9 and the Supplier Set-Up forms are required by Shared Services and are the ONLY forms they will accept to add or update a supplier’s profile in their database.  Access the Supplier Addition/Update link in ServiceNow. 

Why do I need to provide the Tax ID # or SSN?

• These numbers allow a more thorough search of the Supplier database for existing Suppliers.  For example, if a Supplier has a parent company but ‘does business as’ a subsidiary name.  Another example would be if a Supplier’s name changes due to a life event or sale of the company.  This information is also pertinent to the set-up of 1099 information within the Suppliers file.  An easy way to request this information is to simply provide the name and email address of the authorized person within the supplier’s company who will be signing the W-9 and Supplier Forms.  This person will also be responsible for speaking with Shared Services to verify the information provided on the W-9 and Supplier Forms.  Access the Supplier Addition/Update link in ServiceNow. 

What if the Supplier is employed at CSU or another BOR unit?

• Employees of CSU receiving monies for services above and beyond their normal salary cannot be paid through AP.  They must be paid through payroll.  Please contact CSU’s Payroll Office for instructions on how to submit this expense for payment.
• If the Supplier is employed at another unit, that unit must invoice us and we will pay that unit through AP.  The invoicing unit will in turn pay their employee through their payroll system.