Office of Sponsored Programs
The Ohio State University

Vendor Maintenance Request Instructions

These instructions are provided to help you navigate through the Vendor Maintenance Request Form (formerly Add/Change Supplier Form).

The Vendor Maintenance Request Form is for exclusive use by central purchasing buyers, the Office of Sponsored Programs (OSP) buyers and departmental requesters to add or change existing vendors in the PeopleSoft Financials System. This form is for university use only.  

The Vendor Maintenance Request Form is used to:

  • request a new vendor to be entered into the vendor maintenance system
  • name change
  • or reactivation of an existing vendor in the system

Note, you will not be able to proceed without attaching required documents (e.g. the Vendor Setup Form or a letter from the vendor requesting a change in address).

OSP Purchasing and Accounts Payable Departments

The OSP Purchasing Department Vendor Maintenance Unit performs vendor maintenance for vendors (not individuals) that includes: adding new vendors, changes in vendor names, reactivating existing vendors, and updating information for existing vendors.

The OSP Purchasing Department Vendor Maintenance Unit performs vendor maintenance for the following vendor categories:

  • C Corporation
  • S Corporation
  • Limited Liability Company C Corporation
  • Limited Liability Company S Corporation
  • Government Agency or Organization
  • Foreign Entity

The OSP Accounts Payable Vendor Maintenance Unit performs vendor maintenance for individuals that includes adding new individuals, changes in individuals’ names, reactivating existing individuals, and updating information for existing individuals.

The OSP Accounts Payable Department Vendor Maintenance Unit performs vendor maintenance for the following vendor categories:

  • Individuals
  • Sole Proprietorship
  • Partnership
  • Trust/Estate
  • Limited Liability Company Partnership

The online Vendor Maintenance Request Form will route your request accordingly by type of Vendor Category selected and will be sent to RFPurchasing@osu.edu.

Requirements

Vendor Setup Form Requirements
The new Vendor Setup Form is required to be submitted as an attachment to the online Vendor Maintenance Request Form. A new Vendor Setup Form is required for all vendor categories (including individuals) to: request a new vendor, change a vendor name, reactivate an existing vendor, or update an existing vendor whose current information is > one year old. Note, for minor changes or to reactivate current vendors, contact the OSP vendor maintenance unit to determine what documentation is necessary.

Additional Requirements for Foreign Entities
Foreign Entities (including foreign individuals) are required to provide an appropriate Foreign Entity W-8 Form (as required by the IRS).

The appropriate IRS W-8 form, in addition to the new Vendor Setup Form is required to: change vendor name, reactivate an existing vendor, or update an existing vendor. Note, for minor changes or to reactivate current vendors contact the OSP Vendor Maintenance unit to determine what documentation is necessary. Note IRS W-8 forms for existing vendors are required to be < 3 years old.

OSP Vendor Maintenance Contact information

OSP Purchasing Department vendor maintenance unit

Mary Ann Smith, Purchasing Manager
614-292-4408
smith.2089@osu.edu

OSP Accounts Payable Department vendor maintenance unit

Cheryl Hodge, Accountant
614-292-9297
hodge.82@osu.edu

Tess Raguindin, Senior Accountant
614-688-8119
raguindin.2@osu.edu

Alex Hudson, Accountant
614-688-3857
hudson.231@osu.edu