KU Launching New External Supplier Registration Process

Dear Colleagues,

The University of Kansas will launch a new External Supplier Registration process on March 30. This change is designed to strengthen security, reduce administrative burden and improve the accuracy of supplier information across campus. The process change applies to all external suppliers, including KU Endowment suppliers (except for student awards, which should continue to be submitted through the SSC Finance Request and will transition in a later phase).

Change Beginning March 30

Departments will use a streamlined Finance Service Portal (FSP) form for both new supplier requests and updates:
- New suppliers will receive an email with a secure registration link. They will submit required documents directly and securely, keeping sensitive information out of email. Departments will not have access to the sensitive information.
- For supplier updates, the Supplier Management Team will work directly with the supplier to obtain required documents.
The Supplier Management Team will review submissions and communicate approvals or needed corrections. FSP tickets will update automatically as actions are taken.
Suppliers will receive automated reminders if they have not completed their registration within established time frames.

Action Needed before March 25

To support a smooth transition, please submit new supplier requests for which you already have completed documents no later than March 25. Early submission will help ensure a clean transition to the new registration process on March 30, and will reduce delays for departments and suppliers during the transition period.

Why the Process Is Changing

The new registration system will:

Use a secure tool for collecting W 9, W 8BEN, W-8BEN-E and ACH Direct Deposit forms.
Reduce institutional risk by ensuring departments no longer receive or store documents containing sensitive personal information.
Improve data accuracy by having suppliers enter their own information directly into FITC.
Streamline supplier setup and maintenance through direct collaboration with the KU Supplier Management Team.

Please contact the Supplier Management Team at supplier@ku.edu if you have questions.

Thanks,

Mike and Judy

Mike Lewis
Assistant Director,
Accounts Payable

Judy Hamner
Functional Systems Manager
Financial Management Systems

Office of Finance
University of Kansas
1450 Jayhawk Blvd
Lawrence, KS 66045

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