As part of onboarding suppliers, the university requires a W-9 from anyone that is added to the university supplier database. 

A W-9 ensures that the university meets all tax requirements and also assists the university in validating identity and ensuring that vendor records are not duplicated. 

The W-9 upload process is completed as part of the supplier add process in Aggie Enterprise.  W-9 documents are to be attached directly to the supplier request in Aggie Enterprise. 

Receiving a W-9

While it is preferable that the supplier uploads their own W-9 as part of the supplier add process in Aggie Enterprise, there may be situations where it is easier and more comfortable for the payee if the department collects the W-9 and then uploads it as part of the supplier registration process. Examples are Human Subjects and speakers receiving Honoraria payments. 

Security Considerations

A W-9 contains sensitive information that requires protection. Once the electronic copy of the W-9 is uploaded to the supplier registration in Aggie Enterprise, make sure the original is destroyed or securely stored. 

Help

If you have any questions about supplier onboarding or W-9 requirements, contact Supplier Services at vendordesk@ucdavis.edu.