Vendor Databases
(person and non-person)

How do I determine if a vendor is in the FIS Banner vendor database?

• Always begin by querying the vendor database. FIS Banner is case sensitive, so the most successful queries are performed using the middle portion of the vendor’s name (ex: “Apple”; query as %pple%).

Who is a vendor?

• Vendors include the following:

• Companies and persons who supply goods or services to the University
   
• Persons (including employees and students) who receive any non-payroll payments

When does a vendor need to be set up in the FIS Banner vendor database?

• A vendor must be set up in the vendor database for all purchase order and all payment transactions, except for allowable one-time vendors. For more infomation on one-time vendors, see One-Time Vendors (on the Financial Affairs web site).

When is a Payment Data Record/STD204 form needed?

• A vendor can be set up in the FIS Banner vendor database only upon receipt of a signed, completed Payment Data Record (form 204). Accounts Payable will either call the vendor directly, call the service center, or return the 204 form to the service center when the 204 form is incomplete or unsigned, or when additional information is needed.

Why is a Payment Data Record/STD 204 form needed?

• Purchase orders, direct payments, and PO related payments cannot be processed unless a complete and signed Payment Data Record form is on file.
   
• The form 204 provides required information to assist UCSC in complying with Federal and State laws, and in accurately reporting income and withholding taxes.

How do you obtain a Payment Data Record/STD 204 form?

• See Payment Data Record (on the Financial Affairs web site).
   
• Call Accounts Payable (9-2909).

What is the difference between a Payment Data Record/STD 204 form and a Withholding Exemption Certificate/590 form?

• The 590 form does not include all of the required vendor information. For example: The 204 form establishes vendor type and residency status for both California and non-California residents. This required information is not provided on the 590 form.

How is vendor information updated on the vendor database?

• The Payment Data Record on file in Accounts Payable should reflect the vendor’s most current information. Therefore, an updated Payment Data Record is required from any vendor who needs to revise information previously submitted to UCSC, except for a change of address. When submitting revisions, enter an asterisk (*) by each field that reflects a change.
   
• A change of address may be updated by forwarding the following to Accounts Payable:
   
• All vendors, except for employees and students: Forward a copy of the vendor’s invoice, letter or other official notification indicating the change of address.
   
• Employee and student addresses may be updated by emailing Accounts Payable (aphelp@ucsc.edu). Please indicate if the vendor is an employee or a student.