Establishing a Supplier or Service Provider
University-wide Contracted Suppliers
University Policy 05-02-15 requires the use of University-wide contracted suppliers, when available, for the product being purchased. Using the PantherExpress System is the fastest and easiest way to purchase from and pay University-wide contracted suppliers.
When your product or service is not available through a University-wide contracted supplier
If your requirements are unique and a technically equivalent product is not available from a University-wide Contracted Supplier, follow this brief guide on how to assess benefits versus risks - and how to make purchases from alternate (i.e. non University-wide contracted) suppliers when necessary.
Establishing a new supplier or service provider in the PantherExpress System
If you have determined that you need to establish a new supplier to the PantherExpress System, please follow the applicable set of instructions (1 or 2) shown below.
Under most circumstances, the turnaround time for a "clean" (i.e. complete, accurate, and legible) Supplier Verification Form is one business day but may take up to five business days depending on the volume of requests and workload in Payment Processing. If Payment Process has questions about the Supplier Verification form or if information is missing, it can take longer for activation to occur. If you have questions about the status of the Supplier Verification Form, please call Customer Service.
Note: Instructions for establishing a supplier vary depending upon which type of purchase you are making and whether the supplier will accept a check in U.S. dollars.*
1. Only a W9 is needed to establish a supplier for the following forms:
- Conference & Event Specialty Form
- Research Subcontract/Contracted Services Agreement Specialty Form
- Dues, Professional Memberships, Registrations, and Subscriptions Specialty Form
- Other Payment Request Specialty Form
Establish a supplier by selecting "New Supplier" from the Specialty Form's supplier drop-down menu in Part A. Then (in addition to completing all pertinent fields for "New Supplier") attach a W9 in the "attachments" section. The W9 is used to establish the new supplier in the system.
2. A Supplier Verification Form and a W9 are needed for the following forms:
- Professional Services Agreement Specialty Form
- Supplier Provided Agreement Specialty Form
- Standard Form
Establish a supplier by selecting "New Supplier" from the Specialty Form's supplier drop-down menu in Part A. Then (in addition to completing all pertinent fields for "New Supplier") attach a completed Supplier Verification Form and a W9 in the "attachments" section in order to establish the new supplier in the PantherExpress System.
*Only suppliers that accept checks in U.S. dollars may be established (i.e. added to) the PantherExpress System. All purchase orders and payments to suppliers that require wire transfers or checks in foreign currencies must be processed through PRISM.
Establishing a new supplier or service provider outside the PantherExpress System
- The supplier should complete section 1 of the Supplier Verification Form and return it, along with the appropriate IRS document (i.e. a W9 or a W8 for foreign suppliers), to you.
- Your department should complete section 2 of the Supplier Verification Form and sbmit it, with the appropriate IRS document, to PantherExpress Customer Service: Atwood Building | 116 Atwood St. | Pittsburgh, PA 15260
Adding Purchasing Sites:
If a supplier or service provider already has a purchasing site in the PantherExpress System, follow these instructions to add another site: Fax a new IRS Form W-9 to payment processing using fax number 412-688-6078 or email a scanned copy to email@example.com.
If a supplier or service provider does not yet have a purchasing site on the system, follow these instructions to add a site: Submit a new Supplier Verification Form to PantherExpress Customer Service using Fax number 412-688-6041, email a scanned copy to firstname.lastname@example.org, or send through interoffice mail to 200 ATWOD.
Adding "Remit to" Sites:
If you need to add a "remit to" site, please submit an inquiry to PantherExpress Customer Service.
For changes in a supplier’s or service provider's name, address, or tax identification number all sections of the Supplier Verification Form must be filled out and an appropriate IRS document must be submitted along with a letter from the supplier stating the change(s) on company letterhead.
Updating or changing a supplier's fax number
To change a supplier’s or service provider's fax number please submit the change through the PantherExpress Purchasing inquiry under "other".