Your department invites a guest speaker to an event. IU will be covering the guest’s travel expenses and giving them an honorarium to thank them for their time. You search in BUY.IU and don’t find an existing supplier record. What’s your next step?
The answer depends on when you need to book or reimburse travel. If you need to use the supplier record in Chrome River in the next 48 hours, complete and submit the Chrome River Non-Employee Traveler supplier form.
This establishes a Profile 3 supplier record in BUY.IU that is also available in Chrome River. After travel has been arranged, return to BUY.IU and submit a Supplier Edit Request form and request the supplier be invited to complete the registration process. The supplier must have an approved and active Profile 1, 2, or Individual supplier record type to receive an honoraria payment.
If you have additional lead time and do not need to book travel immediately, use the Check Request (Tax ID Required) supplier form to get the registration process started as soon as possible. Using this form results in the guest being invited to complete the registration process immediately. Once the supplier’s information is returned, reviewed, and approved, their record will be available in BUY.IU and Chrome River. They’re ready for travel arrangements and honoraria payment.
Another bonus of planning ahead: you’ll receive notification when the supplier completes registration when you make your request using the Check Request (Tax ID Required) form. This helps keep you in the loop and saves you from refreshing their record in BUY.IU to see what changes have been made.
Questions about this process? Contact the Supplier Data Management (SDM) team by submitting a Support Form.