Forms:
The following forms need to be uploaded in the first step in the registration (Company Details) under attachments.
| Document | Required? | Form Type | Description | Need Help? |
|---|---|---|---|---|
|
or |
Required | Tax form that is used to confirm a person's name, address, and taxpayer identification number (TIN) |
W-9 is for US Companies. W-8 BEN-E is required for Non-US Companies. |
|
|
or |
Optional but recommended If you do not sign up for ACH or Wire Transfer, a physical check will be mailed to the address you provided in the supplier registration. |
Banking Details |
ACH - Electronic Payment Sign Up via Direct Deposit for US Banks Wire Transfer - Electronic Payment for Non-US Banks |
Email suppliers@rice.edu for further assistance. |
The standard payment terms for all suppliers is Net 30. By registering as a Rice University supplier and accepting a purchase order, you accept Rice University's Standard Terms and Conditions.
Supplier Registration Instructions:
Company Details
Contacts
Addresses
Business Classifications
Bank Accounts
Products and Services
Review
Step 1 – Company Details
- Company Name: Please enter your full legal business name
- Tax Organization Type: Select the type which best matches that on your W-9/W-8BEN-E Form
- Supplier Type: Select the type of supplier that is most applicable
- Corporate Web Site: This field is optional
- Attachments: Attach the appropriate W-9 or W-8BEN Form, and ACH or Wire Banking Information Form
- DUNS Number: Enter your DUNS Number if applicable
- Tax Country: Enter “United States” if you have US EIN or SSN, otherwise enter your primary tax country
- Taxpayer ID: Enter your EIN or SSN, or enter 000000000 if you do not have one.
- Tax Registration Number: This field is optional
- Note to Approver: Enter the unique code received in your supplier registration email
Step 2 – Contacts
- This will auto-populate from the information you entered on the first tab
- Click the plus button next to the word “create” to add additional contacts
Step 3 – Addresses
- Click the plus button next to the word create
- Enter the zip code first and this will auto-populate the city, county, and state
- Address Purpose: If you have multiple addresses, please specific address purpose and enter a separate address for each.
- Ordering: Please specify PO distribution email address
- Remit To: Please specify remittance advice email address
Step 4 – Business Classifications
- Click the plus button to add any business classifications (HUB, Minority-Owned, Veteran-Owned, Women-Owned, Small Business), or select “none of the classifications are applicable”
Step 5 – Bank Accounts
- If you would like to be paid electronically by ACH (recommended), please enter your bank information. Otherwise payment will default to check.
- Click the plus button next to the word create
- Enter the country as United States (please note, we cannot set up foreign banks, including Canada. For foreign accounts, please attach your Wire Information Form on Step 1 of the registration)
- Bank: Select your bank name from the drop-down list (sometimes there are multiple options for the same bank)
- Branch: Select your bank routing number for Paper/Electronic payments (if you cannot find the correct one in the drop-down list, try selecting a different variation of your bank name from above, or leave the branch field blank and put the correct routing number in the "notes to approver" section)
- Account Number: Enter your bank account number
Step 6 – Products and Services
- This step is optional
Step 7 – Review
- Important: You must hit Register for us to receive your application.
- If you hit save for later, Oracle will send you an email where you can click the link to access your saved information
If you have any questions, please contact suppliers@rice.edu. Thank you!