New Vendors

The Vendor Onboarding Process

To conduct business with Fordham University, all new vendors must be fully registered and approved in the Banner vendor database before a Purchase Requisition, Purchase Order, or Check Request can be processed.

The University uses Jaggaer to electronically manage new vendor onboarding. This system ensures compliance with IRS regulations and automates data synchronization directly into Banner.

Department and Vendor Requirements

When doing business with a vendor for the first time, departments cannot manually collect or submit vendor information. Instead, the following process must be followed:

  • Initiating the Request: The department must initiate a New Supplier Request within the (FINBUY) Jaggaer system.

  • Vendor Self-Registration: Jaggaer will automatically email a secure portal link to the prospective vendor. The vendor is required to complete their own profile, which includes providing their tax structure, banking details (for direct deposit/ACH), and contact information.

  • Mandatory W-9/W-8 Form: As part of the registration compliance, the vendor must upload a signed and dated IRS Form W-9 (or Form W-8 for international vendors) directly into the Jaggaer portal. This form is strictly required to verify the vendor’s Taxpayer Identification Number (TIN) and legal business name.

Approval and Banner Synchronization

Once the vendor submits their complete profile and W-9 in Jaggaer, the Procurement/Accounts Payable department will review and approve the registration. Once approved, the vendor record will automatically sync to the Banner system, and the vendor will become available for selection on requisitions and check requests.

Please allow 3 to 5 business days for new vendor processing once the vendor has completed their Jaggaer profile.

 

  • All new vendors must be verified before doing business with Fordham University. Additionally, only orders expensed through a grant will be checked against the System for Award Management (SAM).

  • When using a new vendor, especially on large scale or large dollar volume purchases, Dun & Bradstreet (D&B) Reports are available. Please contact the Purchasing Department for further information.

  • Many vendors wish to have financial or business information on file when doing business with a company. They will send credit forms for companies to fill out. Please note that departments are not to fill out these forms as there may be some conflicting terms or guarantees that Fordham University will not adhere to as part of our policies. Please send these forms to the Purchasing Department for us to review and process. Also note, there may be some vendor terms that even the Purchasing Department will not sign or agree to. The Purchasing Department reserves the right to not do business with vendors that will not work within the University’s guidelines, and the requesting Department may need to find an alternate – if necessary. Please do not sign a personal guarantee, as personal guarantees are prohibited.

    Fordham will not be held responsible for any “personal guarantee.”

  • The University requires comprehensive general liability and contractual liability insurance. These requirements must be included whenever the vendor will be coming onto the University’s premises. In some cases, professional liability or other insurance may also be required. It is recommended that the user discuss insurance requirements with the Purchasing Department very early in the acquisition process.

  • The University requires each vendor to defend and indemnify the University against any claims arising from any work or training provided by the vendor on the University’s premises. A current Certificate of Insurance should be provided by the vendor.

  • In some cases, a vendor may seek to limit its liability to the University for failure in the performance of their product or service. Very often, the vendor’s liability for such failure is limited. Any limitation on a vendor’s liability must be reviewed since University policy precludes such limitations. University policy prohibits any contractual provision which would require the University to indemnify a vendor.

    Note: Vendors doing business with the University must be insured and must provide the University with a current certificate from their respective carrier. For capital projects, it is the responsibility of the department in charge of the project, to ensure the selected vendor carries sufficient insurance for a particular project.

  • Any person or vendor who uses their Social Security Number (SSN#) as opposed to an EIN or Federal Tax Number is considered an “Independent Contractor.” These special vendors must fill out a Request for Contracted Services Form and an Independent Contractor Checklist. Send these forms attached to the Check Request and supporting documentation to the Accounts Payable Department for their review and approval by Human Resources. Contact the Accounts Payable Department for further information on Independent Contractors.

    Independent Contractors need to be paid on Check Requests only.