New Vendors
Vendors who are new to Washington University or who have not been paid by WU in the last 18 months need to submit a copy of the company’s W-9 Form (or W-8BEN-E for foreign entities) with the first submission of an invoice. The company’s legal name, address, and Federal Tax ID number are required to establish the company as a vendor in Workday. The University’s preferred method of payment is EFT. To establish this method of payment, the vendor must complete and sign the EFT agreement. Each form can be accessed and completed using the secure DocuSign links below. If a vendor uses these links to complete the forms, you do not need to email them or submit them to Freshdesk, but you can verify with Accounting that we have received them.
Link to WashU Sales Tax Exemption certificates
Sole Source Justification
The Supplier Selection Justification Form must be completed, signed and forwarded to Purchasing Services when seeking to purchase items or services in excess of $25,000. Please note that the SSJ is not required when purchasing from a preferred supplier. The elements to be satisfied are:
- cost basis (bids or quote on vendor’s letterhead)
- justification/rationale for the supplier selection
Please submit the Sole Source Justification form to Purchasing and attach the email confirmation you receive to your Freshdesk ticket along with other related documentation and approval.
Refer to the Purchasing Department website for additional information on the purchasing process, including a list of preferred vendors and directions for using the online Marketplace resource for ordering supplies.