Supplier Onboarding

Onboarding is the process by which suppliers are added to the Kuali Financial System (KFS). 

BEFORE adding a new supplier to KFS, you should always check to see if the needed item(s) are available in AggieBuy.  AggieBuy features more than 40 suppliers, and in most cases, you will likely find what you need in AggieBuy without needing to add a new supplier record in KFS.

In KFS, a "vendor" or "supplier" is anyone who receives a payment that is not an employee or a student. It may be a supplier (of goods or services) or an individual receiving payment for some other reason.

KFS Vendor Document

Supplier records are added using the KFS Vendor Document.  This document is also used to update records for existing suppliers.

W-9 Forms

Supplier Services will ask for W-9 forms from anyone that is being added to the KFS vendor database. Although they are only required for tax purposes when the payment is tax reportable, it is also used to verify that there are no duplicate records in KFS. For more information, visit the W-9 instruction page

NOTE: Do NOT attach a W9 to the Vendor document or to any other document in the Kuali Financial System (KFS).  The W9 contains sensitive financial information and the secure upload page ensures that the data is securely handled and transmitted.


If you have any questions about the vendor onboarding process, please contact Supplier Services.