Vendor Setup and Update

The Accounts Payables Office is responsible for establishing and maintaining vendor profiles in Banner. A permanent vendor setup is required before a purchase order or payment can be issued.

Vendors that are not found in the system through querying a vendor must be added in the system as new vendors.  It is the responsibility of campus departments to look-up vendor identification numbers in Banner.

A W-9 must be on file for all companies and individuals being paid by the College of William and Mary.  The Commonwealth of Virginia Substitute W-9 Form is now the only version of a W-9 that is accepted.

The College of William and Mary identifies vendors into two types:  Procurement and Fiscal Vendors.  Procurement vendors are defined as any individual, public body or business that sells good or services to the Commonwealth.  Fiscal vendors are defined as Vendors who need to be paid for a non-procurement related event (eVA exempt).

When requesting a new vendor create:

  • Procurement Vendors – Send your request along with the COV Substitute W-9 to eVAvendor@wm.edu.
  • Fiscal Vendors – Send your request along with the COV Substitute W-9 to apvendors@wm.edu.