University of Michigan Procurement Services

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MSupplier Portal

VENDOR MAINTENANCE

The Vendor Maintenance (VM) Team is charged with the maintenance of the University's supplier database. The M-Pathways Vendor Database is an electronic means of storing information about suppliers who supply goods and services to the University. A supplier’s record must exist in the database before you can complete a procurement transaction (e.g., ePro req, Non-PO Voucher) for that supplier.

Request a New Supplier or Change an Existing Supplier Record

University of Michigan departments and units initiate requests to create or update a supplier record in the M-Pathways Vendor Database. These are suppliers with whom the department/unit wish to enter into a transaction. (Note: Requests from suppliers are not accepted. Only suppliers receiving approved procurement transactions will be added to the M-Pathways Vendor Database. Suppliers seeking information on how to do business with the University of Michigan should visit the MConnect Program Overview section).

Effective January 1, 2009: Due to the security risk in transmitting social security numbers, Vendor Maintenance no longer accepts requests via email message or email attachment. All requests that contain a social security number (or a W9 attachment that contains a social security number) must be sent to Vendor Maintenance via fax to the secure fax number 734-615-5704 (see instructions below):

Fax Request

Complete the Supplier Request form. Be sure to include your contact information.

Fax the completed Supplier Request form to the VM Team at telephone number 734-615-5704.

A Vendor Maintenance Team member will contact you with the M-Pathways Vendor ID number for the supplier as soon as the record has been created, or will inform you that an existing supplier record has been updated.

Telephone Request

Phone requests are limited to two suppliers so as not to tie up the phone lines.

Contact the Vendor Maintenance Team at 734-764-8212 option 3.

Email Request if No Social Security Number is Contained within the Message/Attachment

You may send an email message to vendor.maintenance@umich.edu if the message and any attachment(s) do not contain a social security number. If a message or attachment is received that contains one or more social security numbers, the email message will be deleted immediately, and you will be required to resubmit the information via Fax Request (see above).

Email may therefore be used to request new/updated information for companies that have a Tax ID Number (TIN).

PeoplePay Requests
For requests to create PeoplePay supplier records, complete the steps for Fax Request (above). Vendor Maintenance can no longer accept requests via email message or email attachment. The M-Pathways system will generate the Supplier Certification (W9) form (see below) to be sent directly to the individual, unless you have included a completed W9 along with your Fax Request.

Supplier Certification Form (W-9)
Every new supplier must complete a Supplier Certification form and return it to Vendor Maintenance. This form is a method of collecting tax information for the IRS and other information that the University is required to report. It can cost the University tax penalties or cause contract violations if we are unable to report this information in a timely fashion.

International Suppliers (Foreign Supplier Reporting)
Specific actions must be completed when entering into a transaction with international suppliers. The Internal Revenue Service requires withholding and reporting on applicable foreign suppliers for services performed within the United States.

In an effort to ensure compliance, if the supplier is classified as Foreign according to their Substitute W-9 form, all transactions with that supplier are reviewed prior to releasing payment. As part of this process, departments entering into these transactions may be required to submit a completed Foreign Transaction Form with signature and the Form W-8 if applicable. The Form W-8 with instructions can be found on the IRS website at www.irs.gov/formspubs/article/0,,id=100621,00.html.

These documents aid us in determining whether or not the vendor requires a 30% withhold and/or 1042-S reporting to the IRS. If the withhold is performed, these monies are forwarded to the IRS and a Form 1042-S is issued to the vendor at the end of the tax year. If these documents are not received in a timely manner, payment will be processed and 30% will be withheld.

University of Michigan Procurement Services, 3003 South State Street, Ann Arbor, MI 48109 Phone 734-764-8212
Copyright © 2007 the Regents of the University of Michigan



FAQs Contacts Green Purchasing Made in Michigan Glossary Forms For Suppliers MSupplier Portal		VENDOR MAINTENANCE The Vendor Maintenance (VM) Team is charged with the maintenance of the University's supplier database. The M-Pathways Vendor Database is an electronic means of storing information about suppliers who supply goods and services to the University. A supplier’s record must exist in the database before you can complete a procurement transaction (e.g., ePro req, Non-PO Voucher) for that supplier. Request a New Supplier or Change an Existing Supplier Record University of Michigan departments and units initiate requests to create or update a supplier record in the M-Pathways Vendor Database. These are suppliers with whom the department/unit wish to enter into a transaction. (Note: Requests from suppliers are not accepted. Only suppliers receiving approved procurement transactions will be added to the M-Pathways Vendor Database. Suppliers seeking information on how to do business with the University of Michigan should visit the MConnect Program Overview section). Effective January 1, 2009: Due to the security risk in transmitting social security numbers, Vendor Maintenance no longer accepts requests via email message or email attachment. All requests that contain a social security number (or a W9 attachment that contains a social security number) must be sent to Vendor Maintenance via fax to the secure fax number 734-615-5704 (see instructions below): Fax Request Complete the Supplier Request form. Be sure to include your contact information. Fax the completed Supplier Request form to the VM Team at telephone number 734-615-5704. A Vendor Maintenance Team member will contact you with the M-Pathways Vendor ID number for the supplier as soon as the record has been created, or will inform you that an existing supplier record has been updated. Telephone Request Phone requests are limited to two suppliers so as not to tie up the phone lines. Contact the Vendor Maintenance Team at 734-764-8212 option 3. Email Request if No Social Security Number is Contained within the Message/Attachment You may send an email message to vendor.maintenance@umich.edu if the message and any attachment(s) do not contain a social security number. If a message or attachment is received that contains one or more social security numbers, the email message will be deleted immediately, and you will be required to resubmit the information via Fax Request (see above). Email may therefore be used to request new/updated information for companies that have a Tax ID Number (TIN). PeoplePay Requests For requests to create PeoplePay supplier records, complete the steps for Fax Request (above). Vendor Maintenance can no longer accept requests via email message or email attachment. The M-Pathways system will generate the Supplier Certification (W9) form (see below) to be sent directly to the individual, unless you have included a completed W9 along with your Fax Request. Supplier Certification Form (W-9) Every new supplier must complete a Supplier Certification form and return it to Vendor Maintenance. This form is a method of collecting tax information for the IRS and other information that the University is required to report. It can cost the University tax penalties or cause contract violations if we are unable to report this information in a timely fashion. International Suppliers (Foreign Supplier Reporting) Specific actions must be completed when entering into a transaction with international suppliers. The Internal Revenue Service requires withholding and reporting on applicable foreign suppliers for services performed within the United States. In an effort to ensure compliance, if the supplier is classified as Foreign according to their Substitute W-9 form, all transactions with that supplier are reviewed prior to releasing payment. As part of this process, departments entering into these transactions may be required to submit a completed Foreign Transaction Form with signature and the Form W-8 if applicable. The Form W-8 with instructions can be found on the IRS website at www.irs.gov/formspubs/article/0,,id=100621,00.html. These documents aid us in determining whether or not the vendor requires a 30% withhold and/or 1042-S reporting to the IRS. If the withhold is performed, these monies are forwarded to the IRS and a Form 1042-S is issued to the vendor at the end of the tax year. If these documents are not received in a timely manner, payment will be processed and 30% will be withheld.
		University of Michigan Procurement Services, 3003 South State Street, Ann Arbor, MI 48109 Phone 734-764-8212 Copyright © 2007 the Regents of the University of Michigan