Suppliers
Payables manages Supplier Maintenance which includes adding new suppliers, maintaining existing suppliers, updating names, addresses, and ACH information.
Supplier Maintenance questions? Click hereChanges to New Supplier Registration
The email below was sent on March 11, 2026 using the subject line "KU Launching New External Supplier Registration Process."
Dear Colleagues,
The University of Kansas will launch a new External Supplier Registration process on March 30, 2026. This update is designed to strengthen security, reduce administrative burden, and improve the accuracy of supplier information across campus. This process applies to all external suppliers, including KU Endowment suppliers (except for Student Awards, which should continue to be submitted through the SSC Finance Request and will transition in a later phase).
Change Beginning March 30
- Departments will use a streamlined Finance Service Portal form (FSP) for both new supplier requests and updates:
- New suppliers will receive an email with a secure registration link. They will submit required documents directly and securely, keeping sensitive information out of email and out of departmental hands.
- For supplier updates the Supplier Management Team will work directly with the supplier to obtain required documents
- The Supplier Management Team will review submissions and communicate approvals or needed corrections. FSP tickets will update automatically as actions are taken.
- Suppliers will receive automated reminders if they have not completed their registration within established timeframes.
Why the Process Is Changing
The new registration system will:
- Utilize a secure tool for collecting W‑9, W‑8BEN, W-8BEN-E and ACH Direct Deposit forms.
- Reduce institutional risk by ensuring departments no longer receive or store documents containing sensitive personal information.
- Improve data accuracy by having suppliers enter their own information directly into FITC.
Streamline supplier setup and maintenance through direct collaboration with the KU Supplier Management Team.
To support a smooth transition, please submit any new supplier requests for which you already have completed documents no later than March 25. Early submission will help ensure a clean cutover to the new registration process on March 30 and will reduce delays for departments and suppliers during the transition period.
For questions, please contact the Supplier Management Team at supplier@ku.edu.