Business Services

You are here

Vendoring for Millennium Payments

Sidebox

To add new vendors or revise current vendor information in the BFS Vendor Database, information is processed by the Accounting Specialist at Library Business Services in coordination with the Vendoring Unit in Procurement Services. All University Library Units, excluding students and individual University employees, that request to do business with a vendor should email a UC Berkeley Substitute W-9 & Vendor Information Form (VIF) and a Conflict of Interest Form to the prospective vendor. Foreign vendors are not required to complete a VIF; for foreign vendor requirements, see information below. To keep record of the Library staff member making the request*, the staff member should copy acqpay@lists.berkeley.edu on the email request that is submitted. In the email, please instruct vendors to mail or fax the completed VIF to:

Library Business Services
110 Doe Library MC# 6000
Berkeley, CA 94720

Fax: (510) 642-6086

*If there is a staff member who already has a direct contact with the vendor, it is preferred that this staff member be the one to send the vendor the instructions to complete the VIF. If the vendor does not respond to a staff member's request, the vendor's invoice can be forwarded directly to the Millennium Payments Unit, 110 Doe Library, and the vendor will be contacted to obtain the required documentation. This process can delay payment, so please make a note when this action is required and documents are sent directly to the Millennium Payments Unit.


Below is a sample email for staff members' reference when sending VIF requests to vendors:

Dear Vendor,

[Library Unit] would like to purchase the following books or serials. The University of California campus system has instituted new Vendoring requirements that must be completed before we can process your invoice for payment. Could you please complete and sign the attached Vendor Information Form (VIF)? Please fax or mail a copy of the signed VIF back to Library Business Services. Please only complete the sections that apply to your business. In Section 1, the field labeled NAME refers to your name as it appears in IRS tax reporting that is linked to your Taxpayer Identification Number (TIN). The field labeled BUSINESS NAME/DBA refers to the name of your business (e.g. NAME: Marcos Manriquez-Rendon; BUSINESS NAME: Marcos's Manuscripts & More). Once Library Business Services receives the signed VIF, a vendor ID will be created and your invoice will be paid. If you have any questions regarding the VIF or payment process, please contact acqpay@lists.berkeley.edu for assistance:

Library Business Services
110 Doe Library MC# 6000
Berkeley, CA 94720
Phone: (510) 642-0207
Fax: (510) 642-6086
Email: acqpay@lists.berkeley.edu

The UC Berkeley Substitute W-9 & Vendor Information Form should include:

  • All required fields completed
  • The UC Berkeley department contact name, phone number, and email address
  • Vendor's signature

Adding Vendor Information:

  1. When Library Business Services receives the completed VIF from the vendor, they will review the form and contact the vendor if additional information is required. If all required fields are completed, the form will be faxed to the Vendoring Unit for processing.
  2. The Vendoring Unit will enter the vendor information within five business days of receiving the completed UC Berkeley Substitute W-9 & Vendor Information Form and will email the UC Berkeley department contact at acqpay@lists.berkeley.edu with the Vendor ID.
  3. Once the Vendor ID is received, LBS will create a new Millennium Vendor Record and email it to the original requestor.

Foreign Vendors are required to provide:

  • Vendor name
  • Payment address
  • Phone number
  • Email address

Updating Vendor Information

  • Existing vendors that need to update their information will need to email the UC Berkeley Substitute W-9 & Vendor Information Form to acqpay@lists.berkeley.edu with the areas completed that require updating. These requests will be processed by the Vendoring Unit within two business days of receiving the completed form.
Related Topic(s):