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Vendor Setup Guide

This guide provides information on how to request the set-up of a new vendor in the Financial Information System (FIS).

A vendor must be set up in the FIS before a payment request to the vendor can be processed. Please contact the Financial Accounting & Reporting (FAR) Office with questions.​​​

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  • Requesting set up of a new vendor

    1. Complete and sign a Payee Setup 204 form. Please note, the payee must complete this form.
    2. Payee Setup 204 forms will be sent electronically to the Financial Accounting and Reporting Office (FAR) for processing.
    3. For CruzBuy related requests, please see the Add A New Supplier section of the Purchasing Process Guide. CruzBuy will initiate the vendor setup process.
    4. For security reasons, do not send copies of the Payee Setup 204 form through normal email communications.

    Note: The Financial Accounting and Reporting Office (FAR) will routinely have the vendor setup completed within five working days of receipt of the completed Payee Setup 204 form. Depending on the volume of 204s during the year, it may take longer or shorter than this normal course.

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  • Vendors receiving direct deposit payments (EFT/ACH)

    The University of California is obligated to comply with the requirements of the United States Department of Treasury, Office of Foreign Assets Control (OFAC), which oversees payments sent outside the territorial jurisdiction of the United States. This includes automated clearing house (ACH) payments, such as electronic funds transfers (EFT).

    If ACH/EFT funds are transferred to the designated direct deposit account and then transferred to a bank in a foreign country, UCSC will issue paper checks in lieu of processing a direct deposit.

    Note: As an alternative to a paper check, you may request payment by wire each time you submit an invoice.

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  • Requesting or updating vendor direct deposit (EFT/ ACH)

    Submit a Vendor Electronic Funds Authorization form to request electronic payments (EFT/ACH) or to update existing bank account information.

    • Contact finpolicy@ucsc.edu to update the email address on file
    • Requests require 2 weeks to process
    • Electronic payments begin after banking information is verified

    Important things to know

    • EFT/ACH only applies to vendor/employee payments. Contact the Payroll Office with employee paycheck requests
    • EFT/ACH is processed every Wednesday (unless otherwise noted on the Financial Affairs homepage)
    • Direct deposit to the vendor’s bank account occurs two days after ACH/EFT processing
    • Vendors scheduled to be paid, will receive an email notification with the ACH/EFT remittance, providing detailed payment information
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  • Where to get help

    Assistance is available for your vendor set up related questions from the Financial Accounting and Reporting Office.


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