Individuals or businesses receiving a refund or reimbursement are not required to complete the supplier registration process. Refunds and reimbursements are issued as physical checks.
Check request forms that require use of this form:
- Refund/Repayment to Individual or Agency
- Reimbursement for Supplier Out of Pocket Expense
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: The Supplier Name field auto-populates with the name you entered in Step 5. Confirm this name is correct.
Step 9: 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 10: 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.
These fields must be completed as described. If not completed correctly, your request form will be returned to you.
Step 11: Select Fulfillment from the Address Type drop-down menu.
Step 12: Enter the word “Fulfillment” in the Name field.
Step 13: Enter the supplier’s physical address information in the appropriate fields.
Step 14: Enter the supplier’s Email Address.
These fields must be completed as described. If not completed correctly, your request form will be returned to you.
Step 15: Select Remittance from the Address Type drop-down menu.
Step 16: Enter the word “Remit” in the Name field.
Step 17: 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.
These fields must be completed as described. If not completed correctly, your request form will be returned to you.
Step 18: Enter any additional details for Supplied Data Management (SDM) in the Comments to Share with SDM field. Examples of helpful comments for SDM are:
- Additional contact information.
- The supplier’s title.
- Supplier’s time zone.
- Notating if a supplier has requested payment by direct deposit/ACH.
- Notating if a US supplier has requested payment via wire transfer (this is rare).
Step 19: Select Next.
The supplier can enter direct deposit/ACH or wire transfer information only if they are specifically invited to do so. Please complete Step 14 of this guide if your supplier wishes to be paid by direct deposit/ACH.
Step 20: The Requester Contact Information cannot be edited. Select Next.
Step 21: 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 22: To revisit a page, select Edit next to it and locate any unfilled required fields on that page.
Step 23: Review the Certification Statement on this page, then select the check box.
Step 24: Select Complete Request to submit the form.
You will receive an email notification when your request has been reviewed and approved.