Vendors

Requesting a vendor - Non-Payroll Direct Deposit - Vendor with Restricted Address

Searching for vendors

Searching for vendors in MIS Web Apps

First please log into MIS Web Apps. Next click PS Search Options and on the drop down menu select vendor name. When searching by vendor name you must use the naming conventions (example: United States Department of Agriculture = US Dept of AG). For more information concerning vendor and customer naming conventions please see our naming convention guide (make this a hyper link). Once you have entered the vendor name (Example: US Dept of AG) then click “Search” or press “Enter.” Next search the vendors and address sequences to see if your vendor address already exists. If the address exists then note the vendor number and the address sequence number and use them to create your voucher.

Searching for vendors in PeopleSoft production

First please log into PeopleSoft production and on the main menu please first click “Vendors” -> “Vendor Information” -> “Add/Update” -> “Vendor.” You will want to search by short name and the vendor short name is only the first 10 letters of the vendor name while using the vendor and customer naming conventions.

Here are a few examples:

Please note concerning vendor names;

Once you have entered the vendor short name please click “Search” or hit “Enter.” Your search results will be listed below and then all you need to do is search for your mailing address listed in the description. If the address exists then note the vendor number and the address sequence number and use them to create your voucher.

Searching for vendors by social security number or by federal tax id number

First please log into PeopleSoft production and on the main menu please first click “Reporting Tools” -> ‘Query Viewer.” In the search box enter the query named “AP_VENDOR_TIN_SEARCH” and click “Search.” You may want to set this query as a favorite so that you can access it multiple times without having to search for it again. Next please click “HTML” and a new window will open. In the box next to “ID Num” enter the social security number or federal tax id number without and spaces, dashes, or any special characters and then click “View Results.” If a vendor already exists with the same federal tax ID number then it will be listed below. Please note the vendor number given to create your voucher.

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Requesting a vendor address update, vendor address addition, or a new vendor to be created

Once you have searched for your vendor and your results have indicated that the vendor does not exist or the vendor address needs to be updated or a new address needs to be added then you need to submit a vendor maintenance request. When submitting a vendor maintenance request to create a new vendor we require the name of the person or company (no acronyms), the address to mail the check, and the SS# or 9 digit federal tax ID number of the company (Please note that for updating an existing vendor we still require the name of the person or company (no acronyms), the address to mail the check, and at least the last 4 digits of the SS# or 9 digit federal tax ID number of the company). Please note that the only time we do not require the SS# or the 9 digit federal tax ID number is if the vendor is to given a refund.

If you are requesting a vendor to pay a non-resident alien then you must explain if you are paying the vendor for a service or just travel reimbursement and if it is for a service you must explain where the service will take place. Please include this additional information when making your request. If you are only reimbursing for travel expenses then we can process your vendor request. However if you are paying a non-resident alien for services then please consult Judy Todd concerning the correct method of payment per IRS regulations.

To request a vendor please send an email with the required vendor information to “MU ACCTG Vend Req”. Please allow for up to 24 hours for a response to your vendor request. You may either send a regular email to the address above or you may use the vendor request form. The vendor request form is an Outlook form that can be accessed by clicking “File” - > scrolling over “New” and clicking “Choose Form.” Next you want to highlight “UM Vendor Maintenance Request” and click “Open.”

Vendors will be entered exactly as you have presented them on the vendor request form so PLEASE double check your information before submitting.

If you are having issues with the vendor maintenance form like the email getting stuck in your out box then you may want to clear your cache in Outlook.

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Requesting Non-Payroll direct deposit

If a vendor wants to receive a direct deposit instead of a check or they wish to have their accounts payable reimbursements deposited into a separate bank account than their payroll checks then they can request a non-payroll direct deposit be setup. Please have the vendor print off our non-payroll direct deposit form fill out the form and attach a “VOIDED” check and either mail the form to 325 Jesse Hall or fax it to 573/884-5572.

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Requesting an address update for a vendor with a restricted address

Sometimes a vendor address will be “NO ADDRESS PROVIDED – SEND TO CONTROLLER’S OFFICE” and anytime you see the above (subject line) on a vendor record – it is when the vendor was an active employee and they had their “home address – restricted” in HR Payroll.

Our Legal Office and the Controller’s Office have told us we need a statement from the terminated employee before we can update their vendor record to include their home address. The department needs to notify them they need to send an email to:

MU Payroll and MU Acctg - We need a statement from the vendor that they authorize the University of Missouri to remove the restriction they had placed on their home address while they were an employee. Then also provide their current home address. MU Payroll will keep a record of the email to include with the HR records so we don’t have to keep it.

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