Before you send in your next vendor code request to POPS, check to see if the vendor is already listed in the vendor tables of CUFS 2000.

• University departments have access to view all vendors (V), Employees (E), and Individuals (I).

• Search the vendor tables by vendor code (VEND) or vendor name (VENA). Remember that many vendor codes for companies have multiple listings, distinguished by suffix. Search the various suffixes to locate the entry with the correct address or location.

• If you require assistance searching, please contact POPS at 7-2696, or the Financial Systems Helpline at 7-3777.

1. If you are paying a company and the vendor code is in the system , confirm the vendor code:

• Does the company’s Federal Employee Identification Number (FEIN) match what is displayed after the V prefix of the vendor code?

• Have you chosen the correct location/address for this vendor? Multiple listings for the same company are distinguished with different suffixes.

• Inform POPS via fax at 7-2741, or e-mail to nu-pops@nwu.edu if any of the information is incorrect.

1. If the company is NOT in the system:

• Contact the company to get the correct FEIN, address, phone, and fax.

• You may also use the Vendor Code Request Form for Companies.

• OR Fax (7-2741) or mail the information to POPS (2020 Ridge, 2nd Floor Evanston)

• Phone or voicemail requests will not be accepted.

• After two working days, check CUFS to see that your code has been entered correctly

• Does the prefix match the person’s current status? Should be an "I" for a non-employee.

• Are the person’s Social Security Number (SSN) and address listed correctly?

3. If you are paying a non-employee who does not have a vendor code in the CUFS 2000 system:

• In order to have their vendor code entered into CUFS 2000, all non-employees including students must provide the requesting department with an accurate Social Security Number (SSN) or Tax Identification Number (TIN). This information may be required to issue tax forms, and is a required field.

4. Is the non-employee a U.S. citizen or U.S. resident alien?

• If yes, then the individual must complete the Vendor Code Request Form for Individuals, and sign attesting to their U.S. status.
• Phone or voicemail requests will not be accepted.
• The department may not sign for the individual.

• Fax (7-2741) or mail the form to POPS (2020 Ridge, 2nd Floor Evanston)
• After two working days, check CUFS to see that your code has been entered correctly

• If yes, the non-resident alien must be paid through the Payroll Office. See http://nuinfo.nwu.edu/finsys/payment/nrapkt.htm
• POPS will NOT enter vendor codes for non-resident aliens.

1. For the purpose of vendor code entry, "Employees" 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. For more information on paying employees, go to http://nuinfo.nwu.edu/finsys/payment/paypeop.htm.
   
   
2. If you are creating a PD for an employee and the vendor is already listed in the system, confirm the information:

• Does the prefix match the person’s current status? Should be an "E" for Employee.

• Are the employee’s Social Security Number (SSN) and campus address listed correctly?

3. If the Employee is NOT in the system:

• Get the employee’s correct SSN, campus address, phone, and fax (if applicable).

• OR Fax (7-2741) or mail the information to POPS (2020 Ridge, 2nd Floor Evanston)

• Phone or voicemail requests will not be accepted.

• After two working days, check CUFS to see that your code has been entered correctly
  
  
  
  

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  Last Updated: 05/24/99