Vendors and Suppliers

The Procurement and Payables Department works with and manages the processes for various suppliers and vendors.  Before conducting business with Marymount University, a supplier must follow the policies and procedures to become an approved vendor. 

Adding a New Supplier

Step 1 – Gather Required Documentation

• Obtain a W-9 form from the supplier.
• If the supplier wishes to be paid via ACH (direct deposit), they must provide one of the following (in addition to the W-9):
  • Banking information, routing & account numbers, on official financial institution letterhead, OR
  • Banking information, routing & account numbers, on business letterhead PLUS
    • A voided company check.

Step 2 – Department Initiates the Supplier Setup

• In Workday, search “Create Supplier.”
• Complete the form using the information from the vendor’s W-9 and, if applicable, the ACH documentation.
• Submit the request.

Note: Procurement does not initiate this process. The requesting department or faculty/staff member is responsible for the initial entry.

Step 3 – Procurement Review & Completion

• Procurement receives a notification once the department submits the request.
• Procurement verifies the information, adds payment details, and finalizes the supplier setup in Workday.

Step 4 – ACH Setup (if applicable)

• If the vendor wishes to receive payment via ACH:
  • Send the ACH documentation to .
  • Procurement will update the vendor’s payment method to ACH.

Summary:

• Departments initiate supplier creation in Workday using the vendor’s W-9.
• Procurement finalizes the supplier setup.
• ACH payment info must be sent separately to Laurence Richard.

Existing Suppliers

If an existing supplier has a change of address, Marymount must receive a new Form W-9. Email the updated, signed, and dated form to . 

For changes in banking information, Marymount requires an updated and signed ACH Form.   Include an email address and phone number for the supplier point of contact and a letter from the bank confirming the account belongs to the supplier.  The letter must also include the supplier’s name, account type, account number and bank routing number.  If available, a copy of a voided check or deposit slip, which includes the new bank account information should be included as well. 

NOTE: All invoices MUST include a PO number, see Requisitions and Purchase Orders or submit a requisition, and are to be emailed to for payment.

International Suppliers 

For international suppliers, Marymount requires a signed and dated Form W-8.  All wires are processed and paid via wire transfers.  There are two (2) exceptions: 

1. A check payment can be released if the supplier has a domestic physical address.    
2. An ACH payment can be processed if the supplier has a domestic bank account.   
   • The supplier must complete an ACH form, be sure to sign and date.   

If the supplier is absent of these two items, then the payment method will be wire transfer. 

Preferred Supplier List

The list is established to leverage the University’s buying power and maximize supplier strengths leading to overall cost savings.  Vendors are added based on their ability to deliver goods and services in a timely manner, at an appropriate level of quality, at competitive prices, and in accordance with applicable Federal, State and University regulations.  Preferred vendors from this list should be used unless there is a compelling reason to use another.  Contact  

Requirements

All vendors performing on-site services may not enter University property unless they are insured in accordance with the University’s established insurance requirements. 

Supplier Code of Conduct 

Suppliers conducting business with the University are expected to adhere to the following Supplier Code of Conduct: 

• All purchases of goods and services from outside suppliers are to be preceded by the issuance of an official Purchase Order generated by the Procurement and Payables Department which is then provided to the supplier. 
• Invoices shall be presented to Marymount with a valid Marymount Purchase Order number. 
• Invoices shall not be sent until after the product has been shipped or the service has been performed.  
• The term Preferred Vendor at Marymount may be reserved for select suppliers designated by the Procurement and Payables. 
• The appropriate way to conduct business with Marymount is to schedule an appointment prior to visiting a particular department or school. 
• It is inappropriate for a supplier to donate to a department/school that may influence a future purchasing decision. In addition, MU students and student organizations have no authority to commit the University to the purchase of any product or service without the use of an authorized Marymount purchasing card. 
• The Procurement and Payables Department strongly discourages marketing efforts directed at departments and schools where a Preferred Vendor relationship already exists. 

Procurement and Payables Department

Office Hours:  9:00 a.m. to 5:00 p.m. 

Mailing Address:  Marymount University Procurement, 2807 North Glebe Road, Arlington, VA  22207 

E-mail address: , .