For payments to be made on goods/services, or to reimburse an individual, a supplier must be set up in Workday. Different types of suppliers include businesses, organizations and individuals. Guest speakers that you reimburse or students who are receiving prizes, awards, or stipends may be set up as individuals.

Supplier Set-Up is initiated via Workday (create supplier request task). Supplier information is updated by submitting a change request to the Supplier Compliance Unit (SCU). Use Form 3205 FR.09 Supplier Change Request.

Click here to access Workday.


  • Start with the preferred Suppliers found in the Buying Guide to fulfill procurement needs. Suppliers found in the guide are already set-up and have had pricing negotiated
  • The Supplier must be active in Workday before payment can be issued. This is determined by running the Find Suppliers – Yale report
  • Specific information is required for both setting up a supplier, and updating a supplier. Follow the Supplier Set-Up/Change Request Checklist to ensure an accurate submission.
  • Use the Payment Type Selection Chart as a guide to choosing an appropriate payment type for the supplier
ORDER OF WORKACTION TO TAKEESSENTIAL PROCESS DETAILS/HELPFUL TIPS
1If you are purchasing goods/services, verify if the University already has an approved supplier in placeYale negotiated Suppliers can be found in the Buying Guide
2Verify the status of the supplier in WorkdayRun the Find Supplier - Yale report
3Gather required documentation and information
  • Refer to the Supplier Set-Up/Change Request Checklist
  • If a change request:
    • Confirm that the contact information is current
  • If an international supplier is in Workday, confirm that the W8-BEN/W8-BENE is on file and valid by running the Find Supplier- Yale report in Workday.
    • The last two columns of this report identify the date the W8 BEN was signed and the date it expires
ORDER OF WORKACTION TO TAKEESSENTIAL PROCESS DETAILS/HELPFUL TIPS
1Set-Up a Supplier
  • Use the Create Supplier Request task in Workday
  • Follow the steps in the Create Supplier Request Training Guide
  • Failure to complete all required fields or attach the required documentation will result in requests being sent back to the departments
2Add attachments to the Supplier Set-Up
  • Attachments should be saved as individual files in PDF format
  • Submit banking information and appropriate forms with your set-up request
  • For international students being set up for Prizes and Awards payments or over 119 days expenses, include email from the international tax office confirming that treaty status review is complete and up to date
ORDER OF WORKACTION TO TAKEESSENTIAL PROCESS DETAILS/HELPFUL TIPS
1Identify all changes or updatesComplete Form 3205 FR.09 Supplier Change Request in its entirety
2Add attachments to change request email (if required)
  • Attachments should be saved as individual files in PDF format
  • If applicable, submit banking information and appropriate forms with your set-up request
  • Attaching an updated W-9 or W-8 BEN/W-8 BENE is always recommended
3Submit your requestEmail form to supplier.change@yale.edu
ORDER OF WORKACTION TO TAKEESSENTIAL PROCESS DETAILS/HELPFUL TIPS
1Check/Confirm the status of work submission and turnaround times for set ups and change requests
  • Finance Daily Report
  • Monitor your Workday inbox for a notification that set up has been completed
  • Wait to receive email confirmation that change request has been completed
    • Email confirmation will contain a confirmation number which can be used by the FSC to track status
2Run as needed:Find Suppliers – Yale




SOM Business Operations Service Catalog