Domestic Vendors

Step One – Make sure the vendor does not currently exist.

  1. Search for a vendor number by Tax Identification Number (“TIN”). For purposes of this document, there are two types of TINs: Social Security Number (“SSN”) or Employer Identification Number (“EIN”). (Tip: you must use the appropriate dashes when searching: SSN would be XXX-XX-XXXX and an EIN would be XX-XXXXXXX).

      Note: EIN is also known as “Federal Tax Identification Number” or “Tax I.D.”

      If you locate the vendor number that starts with a “1” or “3”, then use that vendor number and do not submit a vendor request. If, and only if, you do not find a vendor number that starts with a “1” or a “3,” then proceed to Step 2:



      The University has thousands of vendor numbers on file and all of them were manually entered. It is possible that there is a vendor number for your vendor, but the TIN was entered incorrectly. Please also try searching by Step 2 and Step 3:

    Next: Search for a vendor number based on the numerals in the entity or individual’s address. For example, if the person or entity’s address is “1234 Any Road” then you would search: 1234*. (Tip: be sure to put the asterisk after the last digit).

      If you find a vendor with the same name or address, please email AP_Vendor@tennessee.edu with a copy of the W-9. Office of the Treasurer staff will check this information.

      If you locate the vendor number that starts with a “1” or “3,” then use that vendor number and do not submit a vendor request. If, and only if, you do not find a vendor number that starts with a “1” or a “3,” then proceed to step 3:

    Next: Search for a vendor number based on one term of the person or entity’s legal name. For example, if the entity’s name is “Widget Industries International, LLC”, you would search: *Widget* or *Industries* or *International*. (Tip: be sure to put the asterisk on both sides of the word).

      If you find a vendor with the same name or address, please email AP_Vendor@tennessee.edu with a copy of the W-9. Office of the Treasurer staff will check this information.

    Next: If and only if you are unable to find a vendor number that starts with a “1” or a “3” after carefully following the above steps, then use IRIS transaction ZXK1 to request a vendor number.

Step 2. Determine if they are an employee or an Independent Contractor.

  1. This step applies to payments to individuals or sole proprietors only. If the payment is to a company or government, proceed to step three. All individuals must complete the Workers Classification Questionnaire. If they are to be treated as an employee, they should be paid through payroll and a vendor record should not be created. The payroll office will require them to provide various documents and information to ensure that taxes are properly withheld and recorded. Visit payroll’s website at http://payroll.tennessee.edu/paymanual/nra.htm for more information.

  2. If they are not employees, proceed to step four.

Step 3. Determine if they should be paid through a campus financial aid office

  1. If the payment is to a current student or future student, you must contact the appropriate financial aid office to determine if the payment should be processed by them and reported on the students 1098-T. If the financial aid office provides written approval, then the student may be set-up as vendor and you can proceed to the next step.

Step 4. Use IRIS transaction ZXK1 to request a vendor number.

  1. An IRIS tutorial for completing this transaction is located at https://irishelp.tennessee.edu/gm/folder-1.11.15228?originalContext=1.11.14684. After completing this transaction the following documents must be attached separately and submitted through the IRIS workflow process:
  2. Per emails sent to the list serv on 7/17/14 and 8/25/14, only the newest version of the forms can be accepted.

    Please do not save the forms to your desktop. To ensure that you have the latest version. Instead, save the links to the forms in your favorites on the internet browser.

Back to Creating a Vendor main page

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Contact

Cindy StockdaleDirector

301 Andy Holt Tower
Knoxville, TN 37996
865.974.3086
865.974-2701 Fax