Vendor Registration

The Office of Fiscal Services (OFS) Vendor Registration team oversees registration of all domestic (U.S.) and international suppliers, companies or individuals that currently provide, or reasonably expect to provide, goods and/or services to the University. The Vendor Registration team also manages registration of KSU employees and students who require non-payroll related payments or reimbursements through Accounts Payable.

Vendor Registration Procedures

In order to pay an individual or company through Accounts Payable for non-payroll related
payments, the correct registration form and any related forms MUST be submitted to the
Vendor Registration team before a payment can be issued.

For general inquiries or to check the status of a registration request, please contact
vendor_registration@kennesaw.edu or submit a ServiceNow ticket at https://kennesaw.servicenow.com/ofs 

DO NOT send vendor registration forms to Vendor Registration directly via email. Please use one
of the secure methods provided in the following procedures.

SHARE Vendor Registration

All outside vendors (non-USG faculty/staff/students) are registered in the SHARE vendor
database by Shared Services

  • To request a NEW Share supplier to be added to PeopleSoft, a copy of the supplier’s W-9 should
    be submitted to the Vendor Registration team along with the supplier’s contact name and email
    address. The supplier will be sent a secure link directly from PeopleSoft and will be prompted to
    enter their information and upload a copy of their W-9 into the registration portal. Shared
    Services will complete the validation process and contact the vendor directly with any questions
    or for additional verification.

    Due to sensitive information, please use one of the below methods for submitting the W-9 and
    supplier contact information to Vendor Registration.

    Note: It is important that the contact information for the vendor is an individual authorized to
    provide validation of information and is an email that is regularly monitored. This contact
    information is used for the secure registration link. The W-9 is required to ensure that the vendor is not already registered in the system.

  • In order to pay a non-U.S. based company or international individual, please see the
    International Payment Checklist for a list of common payment types and the required
    documentation needed to register the company or individual. Payments to foreign entities and
    international individuals may be taxable and reportable under the U.S. tax system. If the activity
    and payment is deemed to be subject to U.S. tax reporting, tax withholding rules will apply at
    the point of payment.

    International Company Supplier Form

    International Individual Supplier Form – For individuals providing services outside of the U.S.

    International Individual Supplier Form – For individuals providing services in the U.S.

    If the international company has a U.S. bank account, then the Supplier Information Form
    should also be completed and submitted with the above international supplier form.

    Due to sensitive information, please use one of the below methods for submitting the
    International Supplier Form to Vendor Registration. Please include the purpose of payment
    along with the supplier form.

    Note: Payments via check are unallowable to international address (except for Canada). If the
    international vendor does not have a U.S. bank account, U.S. remit address, or Canadian remit
    address, then payment is made via wire transfer. The Wire Transfer Form will be completed by
    the international vendor and submitted to Accounts Payable along with the invoice at the time
    of the payment request. International bank information is not stored in PeopleSoft or retained
    by Vendor Registration.

    Additional Resources:

    Foreign Entities and W-8 Forms

    International Tax Services

  • To request an update to an existing Share Vendor, the following documentation should be submitted to the Vendor Registration team. 

    • Scenario
      Documentation Requied

    • Adding a remittance address from an invoice

      If W-9 or W-8BEN(-E) in PeopleSoft, a copy of the invoice.

      If NO W-9 or W-8BEN(-E) in PeopleSoft, W-9 and Supplier Information Form or W-8BEN(-E).

    • Activating an inactive Supplier
      W-9 and Supplier Information form or W-8BEN(-E)
    • Updating or Adding Remit Bank Information

      W-9 and Supplier Information form or

      W-8BEN(-E) and Supplier Information Form

    • Major updates to vendor information (Legal Name, main address location, etc.)
      W-9 and Supplier Information form or W-8BEN(-E)
    • Update to payment advice email address

      If W-9 in PeopleSoft, email to vendor_registration@kennesaw.edu with nre payment advice email address.

      If NO W-9 in PeopleSoft, W-9 and Supplier Information Form with note to change payment advice email. 

    W-9 and Supplier Information Form 

    International Company Supplier Form 

    International Individual Supplier Form – For individuals providing services outside of the U.S.

    International Individual Supplier Form – For individuals providing services in the U.S.

4300B Vendor Registration 

The 4300B vendor database is for KSU employees, KSU students, high school students, KSU Clubs with their own EIN#, and interview candidates (travel reimbursements only) receiving a non-payroll related payment through Accounts Payable. Registration of vendors in the 4300B vendor database is handled by the KSU Vendor Registration Team.

  • Both new and existing 4300B vendors will complete one of the below vendor forms and submit the form to Vendor Registration through one of the secure methods listed below. 

    4300B Vendor Registration Form

    International 4300B Vendor Registration Form

    Due to sensitive information, please use one of the below methods for submitting the 4300B Vendor Registration Form to Vendor Registration. For international individuals, please include the purpose of payment along with the completed form. 

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