New Supplier Registration
A new trade, service, individual, or consultant vendor may be set up upon submission and approval of a Georgia Tech Supplier Registration Portal. The Registration Portal  includes data required for IRS, State and Federal, and SBA reporting (note: registration vendors must supply FEI/EIN on the registration site.,  Form W-8 must be submitted for all foreign companies, partnerships, organizations, institutions, and individuals. IRS W-9 and W-8 forms and instructions can be accessed via the irs.gov website. All W-9s and Supplier Information Forms should must contain either a legible, wet signature, or a DocuSign signature with a time and date stamp. Documents will not be accepted that contain a typed signature, a typed name, or a copy paste signature. 

Exceptions for the requirement for submission of a Vendor Profile Form, W-9, or W-8 are listed below:

1. Human Subject Participants with expected annual payments of less than $600. The department financial administrator or PI will maintain appropriate documentation to determine if $600 reportable IRS income has been attained in any calendar year and contact Accounts Payable with details.

Supplier Maintenance for Established Suppliers
A new ServiceNow Ticket is required whenever critical information on the form changes. Critical information includes a change in the Supplier name, tax ID, SBA classification, or conflict of interest indicators. 

Supplier Review and Approval Process
All new Suppliers are subject to approval prior to establishment in the Business Services supplier database. A supplier must be registered before it can be selected for purchase orders.

Conflict of Interest, Ethics and Unlawful Actions
Georgia Tech subscribes to the State's Code of Ethics for Governmental Service. All procurements are subject to the Georgia Vendor Manual, in particular, Chapter 9, Ethics and Unlawful Actions. Any apparent or potential conflict of interest between the supplier and a Georgia Tech Employee must be defined. If the conflict would not disqualify the supplier for obtaining business under certain conditions or circumstances, an understanding of those conditions or circumstances must be part of the supplier record.

Employee vs Independent Contractor
If the prospective supplier is an individual or a sole proprietor that is performing a service, Procurement Services, with the assistance of the Human Resources Department, will make a determination of the proper classification status. Retired or ex-employees that return to Georgia Tech to perform a service similar to that performed when they were an employee, will be classified as an employee through Payroll. 

Foreign Vendor Exclusion List
All international vendors must be screened using Descartes Visual Compliance Restricted Party Screening (RPS) before the vendor may be approved.  If the screening returns a match, please contact Export Control and Trade Compliance in the Office of General Counsel for further guidance.

Supplier Inquiries
The Accounts Payable department will answer inquiries from suppliers regarding the status of delinquent invoices. Accounts Payable will serve as a liaison between the campus department and the supplier. Georgia Tech must strive to maintain and promote a satisfactory credit standing with suppliers. Prompt payment of invoices and responses to inquiries is necessary in order to achieve this goal. Vendor inquiries for invoices over 30 days old will be referred to the campus unit for action. Georgia Tech's Credit Reference Letter, tax exemption forms, and Georgia Tech's IRS W-9 are available on the Procurement and Business Services Website: https://procurement.gatech.edu/