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
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NEW SHARE Vendor Procedures
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.Vendor Registration Form - New Vendor Request
Due to sensitive information, please use one of the below methods for submitting the W-9 and
supplier contact information to Vendor Registration.- Upload the W-9 to the secure file site Send-a-File. Once uploaded, add
vendor_registration@kennesaw.edu on the To line, select the box "Recipients +
Domains" under the section Access Restriction, and add the contact information in the
message field. - Submitted to Vendor Registration through ServiceNow at https://kennesaw.servicenow.com/ofs
- Scanned and uploaded to DocuSign and sent to vendor_registration@kennesaw.edu.
- Mail the document along with the contact information to MD 9110, addressed 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. - Upload the W-9 to the secure file site Send-a-File. Once uploaded, add
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NEW International SHARE Vendor
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.- Upload the W-9 to the secure file site Send-a-File. Once uploaded, add
vendor_registration@kennesaw.edu on the To line, select the box "Recipients +
Domains" under the section Access Restriction, and add the contact information in the
message field. - Submitted to Vendor Registration through ServiceNow at https://kennesaw.servicenow.com/ofs
- Scanned and uploaded to DocuSign and sent to vendor_registration@kennesaw.edu.
- Mail the documents to MD 9110, addressed to Vendor Registration.
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:
- Upload the W-9 to the secure file site Send-a-File. Once uploaded, add
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UPDATES to Existing SHARE Vendor Procedures
To request an update to an existing Share Vendor, the following documentation should be submitted to the Vendor Registration team.
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ScenarioDocumentation Requied
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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).
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Activating an inactive SupplierW-9 and Supplier Information form or W-8BEN(-E)
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Updating or Adding Remit Bank Information
W-9 and Supplier Information form or
W-8BEN(-E) and Supplier Information Form
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Major updates to vendor information (Legal Name, main address location, etc.)W-9 and Supplier Information form or W-8BEN(-E)
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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.
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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.
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NEW and Existing 4300B Vendor Procedures
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.
- Upload the W-9 to the secure file site Send-a-File. Once uploaded, add vendor_registration@kennesaw.edu on the To line, select the box "Recipients + Domains" under the section Access Restriction, and add the contact information in the message field.
- Submitted to Vendor Registration through ServiceNow at https://kennesaw.service-now.com/ofs
- Scanned and uploaded to DocuSign and sent to vendor_registration@kennesaw.edu.
- Mail the document along with the contact information to MD 9110, addressed to Vendor Registration.