The purpose of this policy is to establish the requirement for Supplier registration.

This policy applies to employees and Suppliers.

Supplier registration is intended for individuals or companies engaged to provide goods or services to Brown University.

This registration process enables Brown University to collect the required business and tax information to support the University’s reporting and compliance requirements and serves as a substitute for the IRS Request for Taxpayer Identification Number and Certification form (W-9). The registration process will also collect other information from the Supplier, such as payment terms and contact information, and will identify diversity suppliers and local businesses.

Supplier: Any person or entity that conducts business with Brown University.

All individuals to whom this policy applies are responsible for becoming familiar with and following this policy. University supervisors and employees with student oversight duties are responsible for promoting the understanding of this policy and for taking appropriate steps to help ensure and enforce compliance with it.

Financial Coordinator or Cost Center Manager: Initiates the request for Supplier registration to be sent to the Supplier through Workday.

Supplier Registration staff in Accounts Payable: Reviews requests for new Suppliers to be added to Brown’s Workday system and edits to be made to an existing Supplier record.

Suppliers: All Brown University Suppliers are required to complete the online Supplier registration process – both as a new Supplier and when their information needs to be updated.

Failure to comply with this and related policies is subject to disciplinary action, up to and including suspension without pay, or termination of employment or association with the University, in accordance with applicable (e.g., staff, faculty, student) disciplinary procedures.

Brown University is a community in which individuals are encouraged to share concerns with University leadership. Additionally, Brown’s Anonymous Reporting Hotline allows anonymous and confidential reporting on matters of concern online or by phone (877-318-9184).

The following information complements and supplements this document. The information is intended to help explain this policy and is not an all-inclusive list of policies, procedures, laws and requirements.