Carnegie Mellon University

Supplier Forms FAQs

All of the forms that are required are located at setting up a new supplier in Oracle.  Please note that any of these supplier forms that require a WebISO login are not accessible to the supplier directly and will need to be sent to the supplier by a CMU employee.

A payment site is where the vendor prefers payments to be sent to, most likely where the payments are processed in order to mark CMU's invoice as paid.  A purchasing site may be where they manufacture the item, or where their warehouse exists, and where they want the purchase orders to be sent.  It is not unusual for a site to be both a payment receiving site as well as a purchasing site.

At a minimum, an international business must complete the International Supplier Information Form. An international person, at a minimum, must complete either the Foreign Source Income form (if they will be performing NO work in the United States) or the Foreign National Income form (if they WILL be performing work in the United States). 

In addition to these forms, both international businesses as well as international persons may also be required to complete one of the W-8 forms, most often the Form W-8BEN.  The completion of a W-8 is required anytime a product or service is being provided and such product or service will be delivered or performed within the United States.  The W-8 forms are used by foreign persons (including corporations) to certify their non-American status.

Also, you should consult with the University Contracts Office to determine when a contract is needed.

CMU is a U.S. based organization and is required to adhere to all generally accepted accounting principles and other U.S. government agency laws and requirements. Based on these laws, CMU is required to withhold taxes from payments made to non-residents when the services are performed in the U.S. If services are performed by the non-resident outside the U.S., the U.S. authorities require this form to be completed and kept for record in case of audit.  This form certifies to auditors and appropriate authorities that CMU made a payment to a non-resident and that the services were performed outside the U.S. and therefore no tax withholding is required.

Please see information and process regarding the Independent Contractor checklist.
Yes. The supplier needs to complete a new supplier information form noting that this is an update to the existing supplier information. This information is needed as the information in the Oracle Financial System must agree to the supporting documentation on file.
Suppliers - US Ledger
  • All supplier information forms, W-9, W-8, and EFT forms should be sent to Accounts Payable at ap-help@andrew.cmu.edu.  

Suppliers - AUS and QAR Ledgers
  • All supplier information forms, W-9, W-8, and EFT forms should be sent to Christine Murray, International Finance. 

Typically, the turnaround is 5-7 business days if the forms are properly completed with the required information.  If the forms are incorrect, the buyer will be contacted about the issues and entry will proceed once the forms have been corrected.  Typical issues that cause a delay in the processing of supplier forms include incomplete forms, incorrectly completed forms, lack of necessary forms, etc.  Forms from CMU Qatar and CMU Australia can take a bit longer than 5-7 days to process but should not exceed 10 days.