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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 Vendor / Payee 204 Specialist with questions.

  
  
Payee_Setup_204.pdfPayee_Setup_204
Payee_Setup_Instructions.pdfPayee_Setup_Instructions
Vendor_Electronic_Funds_Authorization.pdfVendor_Electronic_Funds_Authorization
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  • Requesting set up of a new vendor

    Instruct the vendor/employee to perform the following steps:

    1. Complete and sign a Payee_Setup_204
    2. Submit the completed and signed form to:
      • Mailing Address:
        • UC Santa Cruz
          1156 High Street
          Santa Cruz, CA 95064
          Mailstop: Accounting Office - FAR
      • Off-campus fax requests:
        • Fax a cover sheet and signed form to (831) 459-5037 (Attn: Accounting Office - FAR)
    3. For new vendor requests related to a specific CruzBuy requisition, specify the requisition number at the top of the Payee_Setup_204 form and submit the completed and signed form to:
      • Mailing Address:
        • UC Santa Cruz
          1156 High Street
          Santa Cruz, CA 95064
          Mailstop: Purchasing
      • Fax:  Cover sheet and form to (831) 459-3300:
        • Attn: Buyer Name for Requisition (if known) - Procurement and Business Contracts
    4. Do not retain scanned or filled out Payee Setup 204 forms on a computer workstation due to potential information security risks.
      • Payee Setup 204 forms may only be sent to the Accounting or Purchasing Office via mail or fax.
      • Payee Setup 204 forms submitted as an email file attachment will not be accepted.

    Note:  The Financial Accounting and Reporting Office (FAR) will routinely have the vendor setup completed within two working days of receipt of the completed and signed Payee_Setup_204. If the Payee Setup 204 form is incomplete or illegible, it will delay vendor/employee setup.


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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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