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. 

FAQs


  • 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.

  • 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.
  • 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

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

    share vendor chart

  • 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. 
  • 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.

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

  • 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. 

  • 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. 

  • 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 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. 
  • 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. 

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