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Supplier Information

University Wisconsin Parkside values our external suppliers. The University does not use an approved supplier list. We may have contracts in place for certain items. Departments or units on campus follow our Procurement rules.

With ShopUW  logo  all suppliers must be in the share supplier system PRIOR to contracting for purchases.

PLEASE NOTE: Any questions regarding payments should be directed to your campus partner. Our Accounts Payable and Shared Supplier team members will work with the campus partner if needed.

SUPPLIERS

If you have performed work or sold something to the University of Wisconsin Parkside, you are a supplier.

We use the Shared Supplier database system in SFS managed through UW system to pay suppliers. In order to process payment, our Shared Services team requires certain updated information from the supplier.

Each Supplier must have a profile in the database including their EIN or Social Security Number, their tax classification, their business address, remit to address, official business name, current contact information, and dba if applicable.

If you are looking for payment informaiton, please contact your Campus Partner first.

 

In order to process New Supplier Information or Existing Supplier information changes, you are required to submit specific UW System forms. Your UW Parkside Campus Partner may have already sent you the appropriate forms. Please scroll down to upload them.

If you are a new supplier or an existing supplier with an update and you need to request an appropriate UW System form, please complete the Supplier Form Request below.

After submission, you will receive an email at the email address you provide with the appropriate form or link and instructions on how to securely upload your completed document using the sections below.

Please scroll down for more information on submitting completed documents.

Supplier Form Request

TAX IDENTIFICATION

For 1099 reporting purposes, the Internal Revenue Service requires the University to use valid Tax Identification Numbers (TIN) when paying through our Accounts Payable department. We verify all TINs through the IRS as required.

Existing suppliers: UW Parkside transitioned to a Shared Supplier system in 2019. During the transition, your W9 information may have not updated correctly. You may receive a request to submit or re-submit based on the documentation in the SFS system. Please upload your updated W-9 below.

Please Note: You must complete the demographic information on the left before you are able to drag and drop or browse files for upload. 

 

FOREIGN SUPPLIERS

If you are a foreign national, there are a number of items we will need. Please review the information from UW system on Payments to NonResident Aliens.

If you are a foreign corporation, we must have a W-8BEN-E on file instead of the W-9. Please upload all of your documents below.

Please Note: You must complete the demographic information on the left before you are able to drag and drop or browse files for upload. 

NEW SUPPLIERS

If you are a new supplier for the University of Wisconsin - Parkside, you will need to submit a New Supplier Form and a W-9. You can include ACH information on the New Supplier Form. Please note that we must have your UW - Parkside contact for all new suppliers. If you need a New Supplier Form, please submit a request or ask your UW - Parkside Contact.

Please Note: You must complete the demographic information on the left before you are able to drag and drop or browse files for upload. 

 

EXISTING SUPPLIERS

If you are an existing supplier with a Name or Address Change, please complete the Name and Address Change form. If you need a Name or Address Change Form, please submit a request or ask your UW - Parkside Contact. Upload your completed document here.

Please Note: You must complete the demographic information on the left before you are able to drag and drop or browse files for upload. 

PAYMENTS

If you are an existing supplier interested in ACH payments instead of a physical check, please talk to your university contact or submit a request for the ACH Change Form. We will send you the appropriate documentation as the first step in the process.  Please note it can take two weeks to update your banking information.

Please Note: You must complete the demographic information on the left before you are able to drag and drop or browse files for upload. 

SUPPLIER INVOICES

As of April 16, 2021,  the new ShopUW+ system will require the supplier to be in our system PRIOR to contracting for any work. Your UW Parkside contact may ask you to submit documentation early in the purchasing process.

Supplier invoices should be submitted directly to the Accounts Payable office for processing. You must include the Purchase Order or Requisition number supplied to you by your University of Wisconsin Parkside contact.

Invoices are compared against the Purchase Order or Requisition prior to April 16 authorizing payment. 

Remittance checks or ACH payments are generated through the ShopUW+ system.

Improperly submitted invoices may be disputed back to the supplier.

CAMPUS PARTNERS

In ShopUW+, you must submit a purchase request in the system prior to any purchase. Please note that a supplier must be in the Share Supplier system prior to the request.

A best practice is to review WISER for the supplier. If the supplier is not in the system, direct them to this page using the email template from business services.

Originating departments must submit requests through the ShopUW+ system to Business Services prior to arrival of invoices resulting from delegated transactions.
 

PROMPT PAYMENT REQUIREMENTS

By state statute, properly submitted supplier invoices must be paid within 30 days of receipt, providing goods and/or services have been delivered, installed (if required), and accepted as specified.

If the University does not timely pay the amount due on an order or contract, we will pay interest on the balance due from the 31st day after receipt of a properly completed invoice or receipt and acceptance of the property or service under the order or contract, whichever is later.

Additionally, if the University does not notify the sender of the invoice within 10 working days of receipt of an improperly completed invoice we will pay interest on the balance due from the 31st day after receipt of an improperly completed invoice or receipt and acceptance of the property or service under the order or contract, whichever is later.

TRACKING PAYMENT INFORMATION

Payments originating from Accounts Payable can easily be tracked on WISER.

Review the training webpage for information on how to look up payments.

Use the WISER Access Request to request access.

NEW SUPPLIERS

If you have a new supplier, you can send them the new supplier form found in the Business Services Canvas module on Suppliers. Use the Email Templates if you like to send instructions to the supplier to upload their completed forms on this page. They will need to upload the New Supplier form and a W-9.

New suppliers should submit forms early enough to ensure there is no delay in invoice processing.

Please note that after submission, our Shared Services colleagues then match the TIN and submit the documents to Shared Supplier.

UPDATING EXISTING SUPPLIERS

Remember to check in WISER for the status of your supplier. Using the Supplier Grid in the Business Services Canvas Module, you can identify if the supplier needs any updated information. If you have an existing supplier who needs an update to their tax classification, W-9 information, banking information, name, or address, you can send them the appropriate form found in the Business Services Canvas module on Suppliers. Use the Email Templates if you like to send instructions to the supplier to upload their completed forms on this page.

Suppliers should submit forms early enough to ensure there is no delay in invoice processing.

Please note that after submission, our Shared Services colleagues then match the TIN or provide Out of Band Verification and submit the documents to Shared Supplier.

Suppliers may request the appropriate form and submit change forms at any time.

All invoices should be sent directly from the supplier to Accounts Payable for processing. Ensure your supplier has the Purchase Order or Requisition number included on the invoice. This facilitates timely processing of invoices.

Invoices received in Business Services that are not already in ShopUW+ will be routed to you for receiving in. Receiving In is the process whereby the department affirms that the item arrived or the service was performed. Receiving In will replace Positive Approvals.

Creating a Receipt is covered in Shopper Skills Section 3.

Departments requesting a payment through Accounts Payable should include a Social Security Number or an Employer Identification Number for an individual, sole proprietor, LLC, or corporate entity.

PLEASE NOTE: Our previous policy requesting W-9s signed within the last two years is no longer applicable.

Campus Partner note: You SHOULD search for your supplier in WISER to see the most accurate information. An instructional video is in the Business Services CANVAS classroom. While it is requested that a W-9 completed by the designated supplier or individual be included with the initial transaction request, the supplier may already be in WISER.

Business Services

262-595-2207
businessservices@uwp.edu

900 Wood Rd.
Kenosha, WI 53144 
Tallent Hall 245
Parking: Lot T

Office Hours

  • SUNClosed
  • MON7:45 AM  to 11:45 AM and 12:30 PM to 4:30 PM
  • TUE7:45 AM  to 11:45 AM and 12:30 PM to 4:30 PM
  • WED7:45 AM  to 11:45 AM and 12:30 PM to 4:30 PM
  • THU7:45 AM  to 11:45 AM and 12:30 PM to 4:30 PM
  • FRI7:45 AM  to 11:45 AM and 12:30 PM to 4:30 PM
  • SATClosed

Please note that documents you would send via intercampus mail can be  scanned and emailed to businessservices@uwp.edu

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