Vendor Create & Update Process

The Accounts Payables Office is responsible for establishing and maintaining vendor profiles in Banner. An active vendor profile in Banner is required before a vendor can be paid though Accounts Payable. Also a purchase order will not interface into Banner unless an active vendor profile exists. You may use a query in Banner to identify whether a vendor exists or use the Financial Operations Search Tool. A tax form (W-9 or W-8) must be on file for all companies and individuals being paid by William & Mary. The Commonwealth of Virginia Substitute W-9 Form (pdf) is now the only version of a W-9 that is accepted.

William &Mary identifies vendors as 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 please use the Vendor Create DocuSign Process. All W-9’s and W-8’s should be forwarded to Accounts Payable or Procurement using the DocuSign process (please do not email the tax forms). The DocuSign tax forms links can be located under AP Forms, Resources and Training (AP Forms – Vendor Create – DocuSign Tax Forms) or the Finance Forms & Instructions Page

Training and instructions can be accessed in the Cornerstone Learning Management System (LMS). Log into Cornerstone and click on the Browse for Training icon. Search using the key words “Vendor Create Training”. 

For updates or address changes to an existing vendor in Banner, please send your request to apvendors@wm.edu. For Procurement or eVA related questions please contact eVAvendor@wm.edu.