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SUPPLIER CREATE MAINTAIN FORM INSTRUCTIONS Montclair State requires (Montclair State University)

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1 March 11, 2021
SUPPLIER CREATE MAINTAIN FORM INSTRUCTIONS
Montclair State requires suppliers to submit a legibly completed Supplier Create/Maintain Form
by Email to: suppliercreate@montclair.edu or fax, 973-655-5468 with the appropriate tax form:
• W9 (United States Tax Identification Number for Individuals, LLC, or Corporations)
https://www.irs.gov/pub/irs-pdf/fw9.pdf?portlet=3
• W8BEN (US Tax form for international individuals)
• W8BEN-E (US Tax form for international organizations)
https://www.irs.gov/forms-pubs/about-form-w-8
Completing these forms will ensure a smooth procure to pay cycle for goods and services for
both you, as a supplier, and the University.
Montclair State University Staff Use Only: To be completed by MSU staff so that the Supplier
Create Group will send a notification by Email when a supplier file is created or updated.
Required sections to be completed by supplier:
1. Supplier Name – Your legal name, or organization, or company name
2. Names used by IRS – Name you use when reporting your earnings to the Internal
Revenue Service (IRS). This name must be identical to the name entered on your W9,
W8 Ben, or W8BEN-E form.
3. Supplier’s Federal Tax Identification Number – Enter the United States Tax
Identification Number as stated on the W9 or W8 form submitted with the Supplier
Create Maintain Form.
4. Description of Products/Services – Specify the type of good or service that the
University will be issuing payment. For example, IT consultant, construction contractor,
artist model, special lecturer, coop teacher, grant participant, job candidate, office
equipment, plumber, architect, etc.
5. Payment Type – Select how you wish to receive payment.
6. Contact Information – Your primary phone, fax, mailing address, Email and website
address should be entered. The point of contact listed in this section will be our point of
contact for confirming remittance and updating all other supplier information. If no
other address will be required for payments or returns, the Remit to and Returns
sections do not need to be completed.
7. Remit To – Only complete this section if any of the pertinent address and contact
information differs from the information provided in the Contact Information section.
8. Returns – Only complete this section if any of the pertinent address and contact
information differs from the information provided in the Contact Information section.
Procurement Services
Phone: 973-655-4145
Fax: 973-655-5468
2 March 11, 2021
9. Settlement Bank Account – Enter your United States based banking information if you
wish to receive electronic payments. If not completed, the University will issue payment
by check. International suppliers will be paid via wire transfers.
10. Payment Terms – Select your standard payment terms from the stated options. The
University standard practices is to pay Net 30 day after receipt of an acceptable invoice.
11. Parent Company- Only enter Parent Company Name and IRS Tax Identification
Number, if applicable to your company or organization.
12. Acknowledgement and Acceptance of University’s Standard Terms and Conditions
– Your signature indicates acceptance of the MSU terms and conditions.
Standard Terms and Conditions
The University’s Standard Terms and Conditions for Goods and Services can be accessed and
viewed at https://www.montclair.edu/procurement/policies-and-procedures/ under the link titled
"Standard Terms and Conditions"
For more information on the University’s Procurement Policies and Procedures, please go to our
website, https://www.montclair.edu/procurement/policies-and-procedures/
Thank you.
1 * Required March 11, 2021
Vendo Tax D # o SS# Requ red
Supplier Create/Maintain Form
MSU employees or students are not to complete or use this form. Domestic and international suppliers must complete this
form
to be entered into the University’s Procure To Pay system. A W-9, or W-8 if an international supplier, is required for new
supplier
entries and any updates to remittance information for existing supplier files. The completed Supplier Create/ Maintain
form, W
-9 or W-8BEN, and other pertinent compliance documents must be submitted to the attention of Supplier Create Group by
Email,
suppliercreate@montclair.edu or by fax, (973) 655-5468.
FOR MONTCLAIR STATE UNIVERSITY STAFF AND FACULTY USE ONLY
Name:
Phone:
Department:
Email Address:
Supplier Name:*
Name
used by IRS (if different from above):
Description of Products/Services Provided (required):*
If health care related goods or devices to be
provided, please check this box ( )
PAYMENT TYPE (Check all that apply)
Check ( ) Automated Clearing House (ACH) ( )
Domestic US Bank Only
Wire transfer payment ( )
International Suppliers Only
CONTACT INFORMATION
Phone:*
Fax:*
Order From Address:*
City:*
State:*
Zip:*
Country:*
Foreign Province (If Applicable):
Order From Email Address: *
Point of Contact Name (Default):
Web Address (if applicable):
REMIT TO INFORMATION (Only complete this section, if the information differs from Contact Information section above)
Alternate Remittance Name (if applicable):
Phone*:
Fax*:
Remit To Address
*:
City* :
State*:
Zip*:
C
ountry*:
Foreign Province (If Applicable):
Phone:
Fax:
Remit To
Email Address: *
Remit To Point of Contact Name:
2 * Required March 11, 2021
RETURN TO INFORMATION (Only complete this section, if the information differs from Contact Information section above)
Alternate Return To Name (if applicable):
Phone:
Fax:
Return To Address:
City:
State:
Zip:
Country:
Foreign Province (If Applicable):
Phone:
Fax:
Returns
Email Address:
Returns Point of Contact Name:
SETTLEMENT BANK ACCOUNT
(MSU issues payment to suppliers by Check or ACH for United States banks only. International
suppliers are paid by wire transfers only. See the bottom of page 2 for complete details).
Supplier Name on the Bank Account:
Bank Name:
Bank Account Number:
ACH/ EFT Routing Number (9 Digits Required):
PAYMENT TERMS - The University’s standard payment term is Net 30 after receipt of an acceptable invoice.
Select your standard payment terms below:
1% 10 / Net 30 ( ) 2% 10 / Net 30 ( ) 2% 15 / Net 45 ( )
Net 30 ( ) Net 45 ( ) Net 60 ( )
If your company is owned by a parent company, please
complete the below.
Parent
Company Name:
Parent
Company Federal Tax ID #:
By signing this form, you a
cknowledge that you have read and agree to MSU's Standard Terms and Conditions at https://
www.montclair.edu/procurement/policies-and-procedures/ under the link titled "Standard Terms
and Conditions"
Signature
Date:
Name:
Title:
Completed Supplier Create Maintain forms must be returned to MSU Attn: Procurement Services/ Supplier Create Group
by Email, suppliercreate@montclair.edu or by fax, (973) 655-5468.
Invo
ices are to be submitted to invoices@montclair.edu
.
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SUPPLIER CREATE MAINTAIN FORM INSTRUCTIONS Montclair State requires (Montclair State University)

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