Vendor Registration - Office of Fiscal Services

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

NEW SHARE Vendor Procedures
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.
- Vendor Registration Form - New Vendor Request
Due to sensitive information, please use one of the below methods for submitting the W-9 and
supplier contact information to Vendor Registration.
- Upload the W-9 to the secure file site Send-a-File. Once uploaded, add vendor_registration@kennesaw.edu on the To line, select the box "Recipients + Domains" under the section Access Restriction, and add the contact information in the message field.
- Submitted to Vendor Registration through ServiceNow at https://kennesaw.servicenow.com/ofs
- Scanned and uploaded to DocuSign and sent to vendor_registration@kennesaw.edu.
- Mail the document along with the contact information to MD 9110, addressed 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.}
NEW International SHARE Vendor
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.
- Upload the W-9 to the secure file site Send-a-File. Once uploaded, add vendor_registration@kennesaw.edu on the To line, select the box "Recipients + Domains" under the section Access Restriction, and add the contact information in the message field.
- Submitted to Vendor Registration through ServiceNow at https://kennesaw.servicenow.com/ofs
- Scanned and uploaded to DocuSign and sent to vendor_registration@kennesaw.edu.
- Mail the documents to MD 9110, addressed to Vendor Registration.
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:
- Foreign Entities and W-8 Forms
- International Tax Services

UPDATES to Existing SHARE Vendor Procedures

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.

NEW and Existing 4300B Vendor Procedures
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.
- 4300B Vendor Registration Form
- International 4300B Vendor Registration Form
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.
- Upload the W-9 to the secure file site Send-a-File. Once uploaded, add vendor_registration@kennesaw.edu on the To line, select the box "Recipients + Domains" under the section Access Restriction, and add the contact information in the message field.
- Submitted to Vendor Registration through ServiceNow at https://kennesaw.service-now.com/ofs
- Scanned and uploaded to DocuSign and sent to vendor_registration@kennesaw.edu.
- Mail the document along with the contact information to MD 9110, addressed to Vendor Registration.

FAQs

What is the difference between a Share and 4300B Vendor?

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

4300B Vendor: The 4300B vendor database is for KSU employees, KSU students, high school students, KSU Clubs with their own EIN#, and external individuals receiving a travel reimbursement only (i.e. job interview candidates) receiving a non-payroll related payment through Accounts Payable. Registration of vendors in the 4300B vendor database is handled by the KSU Vendor Registration Team.
How do I register a new Share vendor?

To request a NEW Share 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.
How do I register a new 4300B vendor?

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.

4300B Vendor Registration Form

International 4300B Vendor Registration Form
How do I update an existing Share vendor?

To request an update to an existing Share Vendor, the following documentation should be submitted to the Vendor Registration team.
Why do I have to submit a W-9 for a new Share vendor when they are receiving a registration link?

The W-9 is required to confirm that there is not already an existing vendor registered in the system under that TIN(Tax Identification Number). If it is determined that the vendor is already an existing vendor, then they will not be able to use the registration link and must complete or provide additional documentation.
How do I register an international company or individual?

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.

International Company Supplier Form

International Individual Supplier Form – For individuals providing services outside of the U.S.

International Individual Supplier Form – For individuals providing services in the U.S.
What if the international company or individual has a U.S. bank account?

If the international company or individual has a U.S. bank account, then the Supplier Information Form should also be completed and submitted with the appropriate international supplier registration form.
Can I email the forms directly to Vendor Registration?
Due to sensitive information, please use one of the below methods for submitting the W-9 and supplier contact information to Vendor Registration.
- Upload the W-9 to the secure file site Send-a-File. Once uploaded, add vendor_registration@kennesaw.edu on the To line, select the box "Recipients + Domains" under the section Access Restriction, and add the contact information in the message field.
- Submitted to Vendor Registration through ServiceNow at https://kennesaw.servicenow.com/ofs
- Scanned and uploaded to DocuSign and sent to vendor_registration@kennesaw.edu.
- Mail the document along with the contact information to MD 9110, addressed to Vendor Registration.
Can the vendor use DocuSign or Send-A-File to submit their forms?

No, the secure methods provided are for the department contact since these sites require the KSU SSO Login.

However, you can send the forms through DocuSign directly to the vendor for them to complete and sign.
Why are vendors required to have a wet (ink written), digital time-stamped or DocuSign signature on their forms?

Due to recent fraudulent attempts to update vendor information, signatures are required to be either a wet (ink written) signature, digital time-stamped signature or DocuSign signature to reduce the risk of fraud.

Any signature that is illegible, appears to be typed or cut/copied/pasted will be rejected.
Who do I contact to check if a vendor is already registered in the system?

You can email vendor_registration@kennesaw.edu or submit a ServiceNow ticket. Please include quotes, invoices, or other documentation you may have from the vendor g
If a vendor is registered with another USG institution, do they have to complete the registration with KSU as well?

If the vendor is registered with another USG institution that uses Shared Services, then no. However, there are a few institutions that have their own vendor maintenance process and system such as UGA and Georgia Tech.
How long does it take to get a vendor registered?

For 4300B vendors, our SLA is 1-2 business days for the registration. The supplier will be available in Payment Request within 1 – 2 business days after registration is completed.

For Share vendors, the vendor registration team will send out the registration invitation or submit the documentation for the update within 1-2 business days of receipt. However, completion of the set up or update is dependent on when the vendor completes the registration portal and if Shared Services can validate all of their information.
Are vendors required to be set up in PeopleSoft to receive a payment?

Yes, unless the purchase is allowable via P-Card.