What's changed?

• Departments will no longer be tasked with requesting Vendor Set-Up forms and W9s from suppliers, to then be attached to a WayneBuy New Vendor Requisition for submission to Procurement
• Instead, Suppliers will use the Total Supplier Manager (TSM) portal to complete self-registration information, similar to what was contained on the old PDF form
• Inactive Suppliers can be activated in a similar fashion, but the process is initiated by either Procurement (businesses) or Disbursements (individuals)
• Vendor Tiles in WayneBuy include 

1. The existing Employee Activation tile
2. An information tile about TSM (with a copyable email to send to suppliers) 
3. Reactivation form for individuals, 
4. Reactivation form for businesses, 
5. New Institutional suppliers (Hospitals, Universities, Governments)
6. International Supplier form

Why the Change?

• These changes are a continuation of Business Services' efforts to address recommendations by Internal Audit on handling vendor requests
• They are also part of recommendations from C&IT Security regarding handling of sensitive documents
• The new process addresses Privacy and Security Concerns raised by potential suppliers or payees
• There will be Efficiencies gained by a single entry instead of rekeying information
• There will be greater Accuracy of Data, since the supplier is responsible for what’s entered
   

Steps:

To request a new supplier, the following steps are recommended:

1. Before determining that a Vendor is or will be a new Vendor for the University, it’s important to first verify they are not in WayneBuy, either as an active or inactive supplier.  To do this, use the “Suppliers” icon in the left margin of the WayneBuy home page, and navigate to Suppliers / Manage Suppliers / Search for a Supplier
2. If the supplier results in a match with a green check, the supplier is active and available for shopping.  You can proceed to process a Requisition.  
3. If the search for a Vendor results in a match with an inactive vendor, flagged with a red “X”, you will need to determine whether the vendor‘s registration status is
   1. In Progress and the vendor has not yet finalized their submission to become a University supplier.  The Supplier will not have a Supplier Number
   2. Complete, and is pending review by the Business Services Vendor Management Team.  The Supplier will not yet have a Supplier Number
   3. None or Approved, and is a previous University supplier that is expired and inactive.  The Supplier will have a Supplier Number.  Complete one of the two WayneBuy Reactivation forms, depending on whether your Vendor is an individual or company
4. When no match is found, you can either copy and email to your supplier the summary supplier information found in the New Supplier / Payee Process tile, or copy and email the more detailed description found on Procurement’s website / Forms page under New Vendor Request - Business and non-Employee Individuals.  Both the tile and the website provide your vendor with an overview of our process, and a link they can use to begin a self-registration
5. Institutional and International Vendors will follow a process similar to the prior process used for all suppliers, the completion of and submission of both a PDF writable New Supplier document and an IRS W-9.  Links can be found on Procurement's Forms Page.

A more detailed set of instructions can be downloaded from the Procurement website at https://procurement.wayne.edu/vendors/notification_of_change_in_vendor_creation_procedures_6-2023.docx 

Benefits

• Handling of Vendor sensitive documents will be limited to those individuals in the Business Services team who need to use this information to validate the Vendor's submission
• Turn around time for creation of new suppliers will improve.  It's estimated that soon we'll be in a position to have 3 to 5 day turn-around
• Vendors will have greater accuracy in the information listed on PO's and Checks, since vendors will have the ability to update this information as needed.

Timeline

This process is effective as of October 03, 2023.  The New Vendor / Payee Form tiles in WayneBuy have been updated.  However, Business Services will still process any pending Vendor requests under the old process through October 31st, to minimize any rework on either a Department's or a Vendor's part.  The older tiles are at the back of that section for this purpose.

After October 31, 2023, if a PDF form is received in Business Services, we will simply use the information to invite the Vendor to initiate a self-registration (new vendors) or to update and take ownership of their current information (existing vendors, both active and inactive)

Please Note: 

The procurement website also has Job Aids available for this process, and the process will be included in future WayneBuy training.  Should departments want individual training on this process, send an email request to Liv Coles at liv@wayne.edu.

University Contacts

If you have questions or require assistance with this process, please contact 

• Debra Rodriguez at debra.rodriguez@wayne.edu / (313) 577-6787 (businesses, institutions)
• Kristle Allen at at5431@wayne.edu / (313) 577-6613 (individuals)