Purchasing and Payables

Vendor Information form instructions

MaineStreet MarketPlace - Vendor Information

In order to request a vendor be added, the System Office requires two things:

  1. completed W-9 or W8-BEN (for non-US citizens) sent to the System Office (scan: umsvendor@maine.edu;  fax:  973-3322)
  2. completed University of Maine System Supplier Information form - http://www.maine.edu/UMSVENDOR

It is strongly recommended that the vendor fill out the UMS Supplier Information form.  At a minimum, the form should contain:

  1.     Company Legal Name
  2.     Full address
  3.     Dispatch Method:  e-mail or fax*
  4.     Submitter Information – person completing the form**

**Dispatch Method – It is important to set the dispatch method to e-mail or fax so that when the purchase order is dispatched, it will be sent automatically to the e-mail or fax indicated on the vendor record.  If the dispatch method is set to Print*, the purchase order will be returned to the requisitioner, who will then need to dispatch it to the vendor.  The requisitioner will also be responsible for obtaining a dispatch method (e-mail or fax) from the vendor for future orders.

***If the University of Maine System Supplier Information form is completed on the vendor’s behalf, the submitter then becomes responsible for obtaining any missing vendor information.

Services performed by non-U.S. citizens

W8-Ben (instead of a W-9) http://www.irs.gov/pub/irs-pdf/fw8ben.pdf

30% federal tax and 5% state tax is withheld unless the individual is a citizen of a country that has a tax treaty with the United States. To determine if the individual's country has a tax treaty with the United States, please reference Table 2 within the following link: http://www.irs.gov/publications/p901/ar02.html#en_US_publink100051622

To claim the tax treaty, the individual has to complete/submit IRS form 8233 http://www.irs.gov/pub/irs-pdf/f8233.pdf

Please send a copy of the W8-BEN and if applicable, the IRS form 8233 to Purchasing & Payables. Those documents are then forwarded to the System Office, who forwards the information to the IRS. Payment to the individual can be made two weeks after the System Office has sent the forms to the IRS.

Please note: If USM is paying the contractor for work while inside the United States, the contractor would need to submit IRS form 8233 to claim tax treaty exemption. If that document is not submitted, the income related to work performed inside the United States will be subject to 30% federal and 5% state tax withholdings.

Income related to work performed outside the United States is not considered U.S. income and not subject to tax withholdings.

Submitting a request to add/modify address information for a current vendor

E-mail the vendor create team (umsvendor@maine.edu) with the following information:

  1. Vendor ID (this number is contained in the Excel Listing of Current Vendors)
  2. Vendor name
  3. Request Information (specify whether the request is to update existing data or to add data – for example, is the new address information provided meant to update the existing address information or should it be added as an additional address)

Additional vendor information can be found in the vendor section within the Frequently Asked Questions (FAQ) document found at http://www.maine.edu/pdf/UMS_Frequently_Asked_Questions_20110613.pdf

Other Resources

Sample email messages to send to suppliers –


Excel Listing of Current Vendors (updated daily) –