Suppliers/Vendors

This guide explains how to onboard new vendors/independent contractors/vendors

Step 1: Staff

Submit a New Vendor Onboarding Request through Asana Request Form

Provide the following information from the Vendor:

Company name
Vendor Contact name
Vendor email

Step 2: Admin

Enter Vendor Information into Berkeley Financial System

Enter prospective vendor information into the Berkeley Financial System
An email “Invitation” from Berkeley Financial System will be generated and sent to the New Vendor to self-register their personal and W-9 information
Invitation from BFS is sent immediately to the vendor

Step 3: Vendor

Complete “Invitation” - Supplier Onboarding Form

Receive "Invitation" via email with a login code

Note: invitations will be sent from an email address called Do_Not_Reply@Berkeley.edu(link sends e-mail).

Will need to log into BFS Supplier Portal
They must complete the Supplier Onboarding Form in BFS Portal

Note: The vendor must input a UCB contact name and email address

Step 4: Accounts Payable Team

Reviews, verify and approve new supplier information
This review happens after the supplier's self-registration is submitted
The AP Vendoring Department is experiencing significant delays in their approvals.

Step 5: Staff

Initiate Services once Registration is Complete

Once vendors are registered with Berkeley and receive a Vendor ID, you may begin services with the vendor.

Expected Processing Timeframes by Role
Role	Timeline	Notes
Staff	Varies	Start the vendoring process early each semester to avoid delays later on.
Admin	3–5 business days	Please allow at least 5 business days for admin processing.
Vendor	7–30 business days	Delays usually happen when vendors do not complete their profiles on time.
Accounts Payable Team	5–7 business days	Requests for additional documentation may delay processing. Vendors will be contacted directly if needed.

Suppliers/ Vendors Policy

If your department is setting up a vendor who will be providing services as an independent contractor, additional documentation is necessary. (Forms and information found at this link)(link is external)(link is external). Departments must request a Certificate of Insurance, Conflict of Interest Form, and a Statement of Work prior to our admin team initiating the vendor process.

Certificate of Insurance
- All certificates of insurance for purchase orders, equipment installation, service agreements, and charter of commercial public carriers must be named “The Regents of the University of California” as additional insurance.
Conflict of Interest: Click here to view UC Berkeley's policy related to conflict of interest.
Supplier’s proposal/statement of work that identifies pricing, deliverables, and timeframe for the goods or services.

To have a vendor reactivated, you should email this address (vendoring@berkeley.edu), include 'Reactivate,' along with the supplier number in the subject line, and request that the vendor be reactivated.

General Guidelines

Existing supplier profiles can be updated by completing and submitting the appropriate form:

Domestic Supplier Information Update / Substitute W-9 / Electronic Funds Transfer Form

Use these forms to make changes to:

Name
Addresses
Email
Telephone / Fax
Taxpayer ID Number (Domestic Suppliers only)
Payment Method
Payment Instructions (for example bank account for EFT)

The form uses DocuSign technology to ensure data security and privacy. Make sure vendors save the finished documents for their records. The form will route automatically to the AP Vendoring team for review and processing.

Once completed AP Vendroing will notify the vendor updates have been made (expect 10 business days for approvals)
If more information is needed, the AP Vendoring team will return the form to the signer via email with further instructions.

Quick Links