Why does Rice want me to register as a supplier?
While we understand this may be a new process to you, any non-employee who is paid by Rice for any reason (e.g., services, awards, honorarium, reimbursement, etc.) is treated as a supplier so that we may properly record payments and maintain compliance with regulations governing payments to non-employees. It is because of this that we require the below documentation (W-9 or W-8BEN form). While not required, “ACH” is the most efficient and quickest way to issue payments and Rice does encourage signing up for it as you work through the registration process.
Forms:
The following forms need to be uploaded in the first step of 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 citizens, permanent residents, and resident aliens. W-8 BEN is required for Non-US Individuals. |
|
|
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. |
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 name
- Tax Organization Type: Individual or Foreign Individual
- Supplier Type: Select “Student” if you are a Rice University student
- Attachments: Attach the appropriate W-9 or W-8BEN form, and ACH or Wire banking information form
- DUNS Number: Leave this field blank
- Tax Country: Enter “United States” if you have US SSN or ITIN, otherwise enter your primary tax country
- Taxpayer ID: Enter your SSN or ITIN, or enter 000000000 if you do not have one
- Tax Registration Number: Leave this field blank
- Note to Approver: Enter the unique code received in your supplier registration email
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Step 2 – Contacts
- This will auto-populate from the information you entered on the first tab
Step 3 – Addresses
- Click the plus button next to the word create
- Address Name should be the same as Address Line 1
- Enter the zip code first and this will auto-populate the city, county, and state
- Address purpose: Check the boxes for both Ordering and Remit To
- Enter your phone number and email address
Step 4 – Business Classifications
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
- Leave this step blank
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!