Supplier Request Form

This form was created to assist departments in on-boarding suppliers in preparation for doing business with UC Davis. If you have questions regarding the form, please contact the Supplier Services Team at vendordesk@ucdavis.edu for assistance.
Have you confirmed that this supplier is not already in KFS?

This form is only for adding a NEW supplier not already in KFS, not for updating a supplier record. Confirm that this supplier is not already in KFS by searching for them here .

Instructions for how to look up vendor:
  • On the KFS Main Menu; click the Vendor link under the Purchasing / Accounts Payable section;
  • Search on Vendor Name field, use * function before and after name for different name variation searches. (e.g., *John Smith* or *Smith* or *West Coast Winery* * West Coast*)
  • Active? indicator should be set to Both.
  • The search results will will display the Vendor # if it is in KFS, including Active/Inactive Status, and Vendor Type.
    • If the vendor is in KFS, click on the Vendor Name to open the vendor record for more information.  Review Notes section for updates and information.  Updates can be made by closing the record and then clicking on the edit link next to the vendor record on the results screen.

    • A note is added when a vendor record is activated in KFS.  If there is no note, this indicates that the vendor record is currently pending activation by the Vendor Desk team.

  • If no results return, this online form can be used to add the new supplier. Select Yes for the answer above on confirming that the supplier record is NOT in KFS in order to complete the form.

Supplier Information

Is the supplier U.S. or Foreign based?
Please indicate the supplier's organizational type:
Is the university paying the supplier or the supplier paying the university?
Is the supplier being set up on a PO - purchase order/purchase agreement (recurring purchases) or DV - disbursement voucher (one time purchase)?
Is the supplier/company or the owners a current UC employee, been employed by the university in the last 2 years, or have direct relationship to an employee (spouse, child, etc.)?
Please complete a Conflict of Interest form and attach below
One file only.
256 MB limit.
Allowed types: gif, jpg, png, bmp, eps, tif, pict, psd, txt, rtf, html, odf, pdf, doc, docx, ppt, pptx, xls, xlsx, xml, avi, mov, mp3, ogg, wav, bz2, dmg, gz, jar, rar, sit, svg, tar, zip.
Is the supplier an active student or employee?
Either use AggieTravel or DV as employee to pay them
What is the purpose of setting up this supplier?
Use Banner or a gift card (for those <$100) to make fellowship payments to students
How much is it for?

When the supplier is paying the university you will also need to complete a revenue agreement in KFS

Please ensure that you provide your foreign address as one of the addresses below
What is the Supplier's Physical Address
What is the Supplier's Remittance Address
What is the Supplier's Additional Address
Supplier Contact Type
Please provide the license # if they are a licensed contractor
Have you asked the supplier about preferred payment method?
Please indicate the Tax Number type
Do you have the supplier's W9/w8?
If you currently have the supplier's W9, please attach it here. If not, we will contact you with the supplier number to attach through our supplier portal.
One file only.
256 MB limit.
Allowed types: gif, jpg, png, bmp, eps, tif, pict, psd, txt, rtf, html, odf, pdf, doc, docx, ppt, pptx, xls, xlsx, xml, avi, mov, mp3, ogg, wav, bz2, dmg, gz, jar, rar, sit, svg, tar, zip.

Note: W9/W8 will be requested directly from supplier

Once vendor # has been created please upload W9 here

Does this supplier have a California address?
Does the supplier collect California Sales Tax?
Insurance Information (if available)
One file only.
256 MB limit.
Allowed types: gif, jpg, png, bmp, eps, tif, pict, psd, txt, rtf, html, odf, pdf, doc, docx, ppt, pptx, xls, xlsx, xml, avi, mov, mp3, ogg, wav, bz2, dmg, gz, jar, rar, sit, svg, tar, zip.
Additional Insurance Information
One file only.
256 MB limit.
Allowed types: gif, jpg, png, bmp, eps, tif, pict, psd, txt, rtf, html, odf, pdf, doc, docx, ppt, pptx, xls, xlsx, xml, avi, mov, mp3, ogg, wav, bz2, dmg, gz, jar, rar, sit, svg, tar, zip.
Additional Insurance Information
One file only.
256 MB limit.
Allowed types: gif, jpg, png, bmp, eps, tif, pict, psd, txt, rtf, html, odf, pdf, doc, docx, ppt, pptx, xls, xlsx, xml, avi, mov, mp3, ogg, wav, bz2, dmg, gz, jar, rar, sit, svg, tar, zip.
Supplier Diversity
One file only.
256 MB limit.
Allowed types: gif, jpg, png, bmp, eps, tif, pict, psd, txt, rtf, html, odf, pdf, doc, docx, ppt, pptx, xls, xlsx, xml, avi, mov, mp3, ogg, wav, bz2, dmg, gz, jar, rar, sit, svg, tar, zip.
Your Contact Information
Please provide us your contact information so that we can reach out if we have any questions