Supplier Registration Process: Supplier Questionnaire

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The Supplier Questionnaire is a required part of the supplier registration process and includes questions for tax and business classification purposes.

This page provides general guidance on completing the Supplier Questionnaire.  A copy of the questionnaire is available on the SCM forms page, but the actual questionnaire is to be completed within the online registration process as described in the instruction guide.

All questions must be fully answered and supported with any applicable attachments.  Incomplete information will result in delays in the processing of the supplier registration request.

If a question does not apply, please answer no. No additional documentation is required for non-applicable answers.

To upload documentation to the questionnaire:

  • Click + icon to add a line.
  • Click the Browse button to locate and attach supporting documentation.
  • Title will auto populate.  Type in description, if applicable, or leave blank.
  • Click ok.

Q1.  Please enter the UC Davis contact name and email address with whom the supplier is working. This is generally the UC Davis employee who will be initiating the purchase request once the supplier record is approved.

Q2.  Provide detailed information as to what goods or services will be provided by the supplier.  Examples include:

  • Consulting services
  • Catering Services
  • Fellowship Stipend/Award
  • Hotel
  • Independent Contractor - Editing Services
  • Individual - Honorarium
  • Individual – Research Participant/Human Subject
  • Lab Equipment
  • Performer
  • Rental/Lease Payment Collection
  • Services Only
  • Supplies, Goods Only

Q3.  Attach the required tax documentation: 

  • W9 for US Based Company or Individual, or
  • W8 for Non-US Company or Individual.  If a W8 is not available, a vendor quote with the complete company name and full address can be attached, but be advised that a W8 will be required later for payment purposes.
  • The supplier name entered on the supplier registration must match the legal name as registered with the IRS on the applicable tax form.
  • Any additional names listed on financial accounts for wire or electronic transfers or acceptable payee names, e.g., DBA (“doing business as”) names, brand names, and division names must be listed exactly as presented on the tax form. Any name differences not supported with appropriate documentation will cause delay or rejection of the registration request.

Q4.  UC Davis has several preferred payment methods and terms for suppliers. Depending on the selection, a third party company will contact the supplier directly on behalf of UC Davis for banking setup and verification.  Select from the available Payment Terms listed. Visit the UC Davis Payment Terms page for more information.

  • Credit Card payment through US Bank Payment Plus (Immediate payment): Choose if:
    • Supplier prefers to receive payment as quickly as possible, and
    • Supplier accepts payment by credit card, and
    • Supplier does NOT charge an interchange fee, and
    • Supplier can accept a virtual, one-time use, credit card payment by email.
  • ACH payment through Bottomline PaymodeX (PMX) (NET 30 terms): Choose if:
    • Supplier does not accept payment by credit card, and
    • Supplier prefers to receive payments by direct deposit/ACH/EFT electronically from a United States bank.
    • NOTE:  Premium PMX assesses a percentage fee for additional services, but Basic PMX assesses no fee charges.
  • Paper check (NET 60 terms): Choose if:
    • Supplier does not accept payments by credit card, and
    • Supplier cannot receive payments by direct deposit/ACH/EFT electronically from a United States bank.
  • Certified Small Business ACH payment through Bottomline PaymodeX (PMX) (NET 15 terms): Choose if:
    • Supplier is a Certified Small Business that does not accept payment by credit card, and
    • Prefers to receive payments by direct deposit/ACH/EFT electronically from a United States bank.
  • Certified Small Business Paper check (NET 15 terms): Choose if:
    • Certified Small Business does not accept payment by credit card, and
    • Cannot receive payments by direct deposit/ACH/EFT electronically from a United States bank.
  • Individual Paper Check (NET 15 terms)
  • Supplier already has an existing signed contract with the University in which Payment Terms have already been agreed upon.

Q5.  If the supplier is a certified small or diverse business, attach either:

Q6.  If the supplier will be performing services for the university, either in an on or off-campus location, insurance requirements generally apply.  Attach the required Certificate of Insurance (COI) and other insurance proof based on what type(s) of services will be performed. 

Q7.  If the supplier is incorporated in the State of California, attach the California Franchise Tax Board Form 590.

Q8. If the supplier is based outside of the United States, but is performing services in the United States, indicate the location (city, state) where the services will occur. Attach the applicable IRS W8 Form.  If a non-US supplier wishes to explore tax treaties, complete the documentation in the nonresident tax determination system, GLACIER.

Q9.  If the supplier is a current employee, former employee, or a near relative of an employee of any campus, medical center, and/or lab of the University of California, attach the required Potential Conflict of Interest Form (available on the SCM forms page).   

Q10.  Please enter the supplier contact email address where the information on the availability of the 1099-MISC tax form is to be sent when applicable.

Q11.  Please enter the supplier email address where UC Davis Purchase Orders are to be sent.