1. POPS WILL NOT ACCEPT ANY VENDOR CODE REQUESTS OVER THE PHONE.



2. Requests for COMPANIES may be documented using the Vendor Code Request Form for Companies; or the company information may be included in an e-mail to nu-pops@nwu.edu; or may be sent to POPS in a fax or via campus mail. FEIN MUST BE CORRECT.
   
   
3. Requests for EMPLOYEES may be documented in an e-mail to nu-pops@nwu.edu; or may be sent to POPS in a fax or via campus mail.
   
   
4. Requests for ALL U.S. NON-EMPLOYEES must be documented on the Vendor Code Request Form for Individuals. Once completed, this form may be sent via fax or campus mail to POPS. See http://nuinfo.nwu.edu/finsys/payment/paypeop.htm
   
   
5. POPS will not enter vendor codes for non-employees who are non-resident aliens. They must be processed through the Payroll Office. See http://nuinfo.nwu.edu/finsys/payment/paypeop.htm
   
   
6. General Guidelines on Vendor Table entries:

• Individuals (I) include non-employees who do independent contracting, give speeches or guest lectures, are given honoraria, and individuals from whom the University does not withhold taxes. These individuals are paid using their Social Security Number (SSN) or Taxpayer Identification Number (TIN).

• Employees (E) include persons who are current University employees, and those who have been University employees during the past twelve months. Employees include students who also serve as University employees.

• Students include those enrolled at the University in an undergraduate or graduate course of study.
• A student who is a University employee should be entered as an E.
• A student who is a non-employee should be entered as an I.

• Non-resident alien individuals will NOT BE ENTERED, and instead must be processed for payment through the Payroll Office.

• Vendor code suffixes begin with A for the first address and continue through the alphabet for multiple addresses.

• The person’s address will be indicated in the manner that it is to appear on the purchase order or the check.
• Abbreviations may be used if necessary.
• If there is a different "remit to" address, both the order address and the "remit to" address can be entered with different suffixes.

1. POPS will verify that the company is not already coded correctly in the vendor table. POPS will verify the correct location/address for this vendor, as multiple listings for the same company are distinguished with different suffixes.
   
   
2. If the company is in the U.S. uses the vendor’s Federal Employer Identification Number (FEIN), as the FEIN is used as the vendor code. The requesting department must provide this information for new vendor codes.
   
   
3. For a vendor from a foreign country, POPS goes to VEN2 screen to determine the next available VF code which may be used. In addition to the normal data entry, the following fields will be filled in as follows:

• Address line 1: street address
• Address line 2: city and postal code
• Both lines must have no more than 40 characters total
• City field: "state" and country
• RPT1 field must list the country code
• 1099 field must be keyed with a Y
• Do Not use State, Zip, or Country fields, unless CANADA; use State field for Province Code. For CANADA and AUSTRALIA us zip code field.

4. The following syntax guidelines are followed

5. POPS enters the vendor’s name as it should appear on either the purchase order or the check, ALWAYS using the following abbreviations in the vendor’s name:

ACAD	Academy		CORP	Corporation
ADMIN	Administration		DEPT	Department
AMER	American		INC	Incorporated
ASSN	Association		UNIV	University
CO	Company		U S (Note the space between the U and S)	United States

ASSOC	Associates		GOVT	Government
COL	College		INFO	Information
COMM	Commission		INST	Institute
CTR	Center		INTL	International
DIST	District		MED	Medical
DIV	Division		MGMT	Management
EQUIP	Equipment		NATL	National
EXEC	Executive		OFF	Office
FEDL	Federal		SVCS	Services

6. The vendor’s address will be indicated in the manner that it is to appear on the purchase order or the check.

• Abbreviations may be used if necessary.
• If there is a different "remit to" address, both the order address and the "remit to" address can be entered with different suffixes.

7. The vendor’s phone and fax numbers are important for routing the purchase order to the correct place. Without them orders may be unnecessarily delayed.

8. The POPS clerk includes his/her initials and the date in the COMMENTS field of the vendor detail screen when making additions to the table, and changes to an existing code.

9. All other fields on the vendor code screen are normally left blank.

1. If person is not already in the vendor table w/ a correct entry, the person must complete and sign the Vendor Code Request Form for Individuals, including:

• The department must provide the person’s social security number (SSN); it is used as the vendor code.

• The individual must complete the SIGNATURE. This is their attestation that they are a U.S. Citizen/U.S. resident alien.
  
  
• Having an SSN is not an indicator of U.S. citizen/U.S. resident alien status

2. POPS will review each Form.

• Looks for attestation from person, not department
• If not U.S. Citizen/U.S. Resident alien, POPS will contact the department and tell them to contact the Payroll Office to process payments to this individual.

3. POPS will verify non-employees against the employee database in HRIS

• Must verify that person is not or has not been employee within last twelve months (look for ‘termination date’)
• If person is or has been employee within last 12 months and this request is for payment for services (see "Purpose of Payment") then the employee must be paid through the Payroll Office. POPS will notify requesting department.

4. For non-employees who are U.S. citizens/U.S. resident aliens POPS follows these guidelines:

• Address fields, including both lines, must have no more than 40 characters total
• 1099 field must be keyed with a Y
• The SSN is entered in the FED ID field

5. The sort name field is filled out differently than the name field - last name first (Ex. John Smith becomes Smith John (Note the two spaces between Smith and John). This difference allows the computer to sort alphabetically by last name and still print the individuals name on the check as first name, last name.

1. If person is not already in the vendor table w/ a correct entry:
   
   
• The department must provide the person’s social security number (SSN); it is used as the vendor code.
• The department must also provide the employee’s campus address, phone, and fax (if applicable)
  
  
2. Employee (E) requests must be verified in HRIS before vendor code may be entered into CUFS.

• Check last paydate because if person was employee within last twelve months, the payment must be processed through the Payroll Office. POPS will notify the requesting department.

3. For employees:

• Campus address will normally be used
• 1099 field is left blank.
• The SSN is entered in the FED ID field; for U.S. citizens and resident aliens only
• If a campus address is used, the street address and building name must be included.

Return toVendor Menu  
Return to Financial Systems Homepage   

Last Updated: 05/24/99