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Required Supplier Forms

Directive Statement

UF Departments must obtain the proper supporting documentation needed for the addition of a supplier.  This directive establishes the required documentation for different kinds of suppliers.

All forms can be completed online, printed, and mailed to:

University of Florida
Attn: Supplier Maintenance
PO Box 115350
Gainesville, Fl 32611-5350

They can also be e-mailed to addsupplier@ufl.edu.

Reason for Directive

It is important to ensure that all suppliers have adequate documentation and are legitimate suppliers of the University of Florida.  Requests for suppliers to be added to the University’s supplier file will be compared against the U.S. Government Federally Debarred Supplier listing.  Any supplier listed on this site is excluded from receiving Federal contracts, subcontracts, and Federal financial and non-financial assistance and benefits.

Who must comply?

All University Departments.

Business Suppliers

Supplier Application Form

This application aids the department in gathering the required information needed for the addition of a supplier into the system.

Supplier Tax Information Form and IRS Form W-9

Provides information for proper tax reporting.

Electronic Payment Authorization Form

UF prefers payments to be made via ACH. This form must be submitted along with a voided check or letter from the supplier’s bank stating the supplier’s account number and routing number.

Disclosure of Outside Activities and Financial Interests Form

This form must be completed for all payments to an employee’s business(es).  To avoid any appearance of conflict that could arise between an employee’s obligation to the University and such outside activities, this form must be completed when contracting with an employee’s business to perform services for the University.  Please note the following:

  1. Employees may engage in outside activities which provide service to the community and the University as long as they are not using their social security number for tax purposes
  2. If the employee is using their social security number for tax purposes, they must be paid thru Payroll

Consultants/Individuals Using SSN

Supplier Tax Information Form

Provides information for proper tax reporting.

Wireless Device Allowances

No forms required.  Send an e-mail to addsupplier@ufl.edu and include:

  1. Name
  2. UFID of employee


No forms required.  Send an e-mail to addsupplier@ufl.edu and include:

  1. Name
  2. UFID (if applicable)
  3. Address
  4. Brief description of what the individual is being refunded for

Foreign Suppliers

Since tax laws can differ from region to region, the review and approval of Payroll Services is required for Disbursements to process foreign suppliers.  Please follow the information in the “Requirements for Payments to Foreign Nationals, NRAs and Foreign Corporations” directive and procedure to ensure compliance.

Last Reviewed

05/01/2020: reviewed content


Disbursements: (352) 392-1241

Payroll Services: (352) 392-1231

Supplier Maintenance: (352) 392-0081 or addsupplier@ufl.edu

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