Always search for a supplier before submitting a supplier request form. Visit the
Basic Supplier Search page to learn how to search for a supplier.
Research participants who will receive $600 or more over the course of a calendar year must complete the supplier registration process.
Payments at or over $600 exceed the IRS threshold and are considered taxable income. IU must have the individual’s tax information on file to report earnings to the IRS. Research participants also receive a 1099-MISC tax form for tax filing purposes.
Step 1: Log into BUY.IU and select the Suppliers menu.
Step 2: Select the Requests option.
Step 3: Select Request New Supplier.
Step 4: Select Check Request (Tax ID Required) from the Select a supplier request form drop-down menu.
Step 5: Under Supplier Name, enter the supplier’s name as Last Name, First Name.
Step 6: Select Submit.
Step 7: Review the Instructions page. Select Next.
Step 9: Select the supplier type from the Choose Supplier Type from list below drop-down.
Step 10: Enter the Supplier Email Address and the Supplier Phone Number. SDM uses this information to invite the supplier to register and contact them to offer support completing the registration process.
Step 11: If the supplier’s country of residence is outside the United States, select the checkbox next to “true” under Foreign Supplier. Otherwise, select False.
Step 12: The Country of Origin field refers to the country where the supplier is taxed. This field must be completed regardless of whether the supplier is a US or non-US person/business.
The following fields must be completed as described. If not completed correctly, your request form will be returned to you.
Step 13: Select Fulfillment from the Address Type drop-down menu.
Step 14: Enter the word “Fulfillment” in the Name field.
Step 15: Enter the supplier’s physical address information in the appropriate fields.
The following fields must be completed as described. If not completed correctly, your request form will be returned to you.
Step 16: Select Remittance from the Address Type drop-down menu.
Step 17: Enter the word “Remit” in the Name field.
Step 18: Enter the address where the supplier’s payment should be sent in the appropriate fields. This may be the same as their physical – or fulfillment – address you entered above. It must be entered twice.
The supplier can enter direct deposit/ACH or wire transfer information when completing the registration process if they prefer to receive electronic payment.
Step 19: Enter any additional details for Supplier Data Management (SDM) in the Comments to Share with SDM field.
If you will collect a W-8 or W-9 tax form from the research participant, please make a note of that here. Tax forms should be securely faxed to (812) 855-7839. Securely store tax forms in your department until you receive confirmation that the supplier record is approved and ready to use.
Step 20: Select Next.
Step 21: The Requester Contact Information cannot be edited. Select Next.
Step 22: Confirm there is a green checkmark in the leftmost column next to each page. If there is a warning symbol next to any of the pages listed, information is missing on that page.
Step 23: To revisit a page, select Edit next to it and complete any required fields on that page.
Step 24: Review the Certification Statement on this page, then select the checkbox.
Step 25: Select Complete Request to submit the form.
The form routes to SDM for review. A Onboarding Consultant will contact the participant and offer to walk them through the registration process over the phone. Alternatively, if a tax form will be faxed by the department, SDM will enter the tax information once it is received.
You will receive an email notification when the supplier is approved and ready to use.
