Vendor Set-up & Payments

Accepted Backup Documentation

Accepted Backup Documentation that must accompany VE documents and Vendor Change forms:

ASU-Affiliated Individuals (Faculty, Staff, and Students): Backup documentation does not need to be submitted in order for ASU Affiliated Individuals to be added or demographic information updated on the Vendor Tables. The Advantage Helpline staff will verify each employee’s HR status to ensure that they are active. They will also verify each student’s status to ensure they are currently enrolled in classes.

Off-Campus Vendors: An ASU Substitute W9 form (preferred) or the standard W9 form must be submitted along with a screen-print of the VE document. VE Documents are approved when all requirements are satisfied.

• Corporations: If the Off-Campus Vendor is a corporation and the address entered on the VE document differs from the address on the ASU Substitute W9 form, please include additional documentation that contains the address to be added to the vendor tables.

• Individuals: If the Off-Campus Vendor is an individual then the legal address provided on the W9 form must be used on the VE document.

Foreign Vendors: Form W-8BEN must be submitted along with a screen-print of the VE document.