Non-Employee Traveler

Use this form to establish a non-employee guest in BUY.IU. This is required prior to booking or reimbursing travel expenses.

This basic form does not require the full supplier registration process.

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 Non-Employee Traveler from the Select a supplier request form drop-down menu.

Step 5: Under Supplier Name, enter the supplier’s name. 

Step 6: Select Submit.

Step 7: Review the Instructions and Questions pages. Select Next.

Step 8: Read the information at the beginning of this section for situations where travelers are also being receiving a payment for services in BUY.IU. If there is lead time before travel must be booked, complete a Check Request (Tax ID Required) supplier request form or a Non-Catalog Purchase Order supplier request form, whichever is appropriate, instead of this form. If the traveler must have travel booked immediately, proceed with this form. If the traveler will not be receiving a payment for services in BUY.IU, proceed with this form.

Step 9: The Supplier Name field auto-populates with the name you entered in Step 5. Confirm this name is correct.

Step 10: In the Has your Supplier/Individual requested payment via direct deposit field, mark Yes or No.

1. If you mark Yes, a new field appears which asks for the supplier’s Email Address. The supplier will receive an email invitation to enter their banking information in the supplier portal.

Step 11: If the supplier’s country of residence is outside the United States, select the check box 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.

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.

Step 16: Enter the supplier Email Address.

Step 17: Select Remittance from the Address Type drop-down menu.

Step 18: Enter the word “Remit” in the Name field.

Step 19: 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.

Step 20: Enter any additional details for Supplied Data Management (SDM) in the Comments to Share with SDM field. Examples of helpful comments for SDM are:

1. Additional contact information.
2. The supplier’s title.
3. Supplier’s time zone.
4. Notating if a US supplier has requested payment via wire transfer (this is rare).

Step 21: Select Next.

Step 22: The Requester Contact Information cannot be edited. Select Next.

Step 23: 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 24: To revisit a page, select Edit next to it and locate any unfilled required fields on that page.

Step 25: Review the Certification Statement on this page, then select the check box.

Step 26: Select Complete Request to submit the form.

You will receive an email notification when the supplier is approved and ready to use.