Registration for Goods and Services to KSU

The Office of Fiscal Services (OFS) Vendor Registration team oversees registration of all domestic (U.S.) and international suppliers, companies or individuals that currently provide, or reasonably expect to provide, goods and/or services to the University. The Vendor Registration team also manages registration of KSU employees and students who require non-payroll related payments or reimbursements through Accounts Payable.

Vendor Registration Procedures

In order to pay an individual or company through Accounts Payable for non-payroll related
payments, the correct registration form and any related forms MUST be submitted to the
Vendor Registration team before a payment can be issued.

For general inquiries or to check the status of a registration request, please contact

Email Submit Ticket

DO NOT send vendor registration forms to Vendor Registration directly via email. Please use one
of the secure methods provided in the following procedures.

SHARE Vendor Registration

All outside vendors (non-USG faculty/staff/students) are registered in the SHARE vendor database by Shared Services

  • To request a NEWShare supplier to be added to PeopleSoft, a copy of the supplier’s W-9 should be submitted to the Vendor Registration team along with the supplier’s contact name and email address. The supplier will be sent a secure link directly from PeopleSoft and will be prompted to enter their information and upload a copy of their W-9 into the registration portal. Shared Services will complete the validation process and contact the vendor directly with any questions or for additional verification.

    Due to sensitive information, please use one of the below methods for submitting the W-9 and
    supplier contact information to Vendor Registration.

    Note: It is important that the contact information for the vendor is an individual authorized to provide validation of information and is an email that is regularly monitored. This contact information is used for the secure registration link. The W-9 is required to ensure that the vendor is not already registered in the system.

  • In order to pay a non-U.S. based company or international individual, please see the International Payment Checklist for a list of common payment types and the required documentation needed to register the company or individual. Payments to foreign entities and international individuals may be taxable and reportable under the U.S. tax system. If the activity and payment is deemed to be subject to U.S. tax reporting, tax withholding rules will apply at
    the point of payment.

    If the international company has a U.S. bank account, then the Supplier Information Form should also be completed and submitted with the above international supplier form.

    Due to sensitive information, please use one of the below methods for submitting the International Supplier Form to Vendor Registration. Please include the purpose of payment along with the supplier form.

    Note: Payments via check are unallowable to international address (except for Canada). If the international vendor does not have a U.S. bank account, U.S. remit address, or Canadian remit address, then payment is made via wire transfer. The Wire Transfer Form will be completed by the international vendor and submitted to Accounts Payable along with the invoice at the time of the payment request. International bank information is not stored in PeopleSoft or retained
    by Vendor Registration.

    Additional Resources:

  • To request an update to an existing Share Vendor, the following documentation should be submitted to the Vendor Registration team. 

    SCENARIO DOCUMENT REQUIRED
    Adding a remittance address from an invoice If W-9 or W-8BEN(-E) in PeopleSoft, a copy of the invoice.
      If NO W-9 or W-8BEN(-E) in PeopleSoft, W-9 and Supplier Information Form or W-8BEN(-E).
    Activating an inactive Supplier W-9 and Supplier Information form or W-8BEN(-E)
    Updating or Adding Remit Bank Information

    W-9 and Supplier Information form or

    W-8BEN(-E) and Supplier Information Form
    Major updates to vendor information (Legal Name, main address location, etc.)

    W-9 and Supplier Information form or W-8BEN(-E)
    Update to payment advice email address

    If W-9 in PeopleSoft, email to vendor_registration@kennesaw.edu with nre payment advice email address.

    If NO W-9 in PeopleSoft, W-9 and Supplier Information Form with note to change payment advice email. 

4300B Vendor Registration 

The 4300B vendor database is for KSU employees and KSU students receiving non-payroll related payments, high school students, KSU Clubs with their own EIN#, individuals receiving a travel reimbursement only (i.e. interview candidate), and research study participants. Registration of vendors in the 4300B vendor database is handled by the KSU Vendor Registration Team.

  • Both new and existing 4300B vendors will complete one of the below vendor forms and submit the form to Vendor Registration through one of the secure methods listed below. 

    Due to sensitive information, please use one of the below methods for submitting the 4300B Vendor Registration Form to Vendor Registration. For international individuals, please include the purpose of payment along with the completed form.