Instructions for Completing the Supplier Authorization Form (SAF) 1679

  1. Users must use the most current version of the Supplier Authorization form. Go to the forms library. The form is used to request new supplier records or request changes to existing supplier records.
  2. Prior to requesting a New Supplier set up or change, the requester should determine if the supplierinformation already exists. To search in EFS go to: Suppliers>Supplier Information>Add/Update>UM Review Suppliers
  3. The department obtains the required information directly from the supplier and completes the form. The form should be typed, not handwritten. Handwritten forms are extremely difficult to read and could result in errors.
  4. Do not submit a fax cover sheet with the supplier form. The requester must complete the bottom section of the SAF form. The department user’s information is used to send a notice when their request is completed.
  5. A W9, W8 BEN or W8 BEN-E is required for new suppliers and/or when requesting a change to a Supplier’s name or tax ID number.
  6. For Nonresident aliens, refer to: forms required by the Payroll Department for voucher entry.
  7. If the type of business is an Individual/Sole Proprietor (US Citizen), Employee or Student the Independent Contractor Authorization Form must be completed and submitted with the SAF.
  8. For Changes to existing suppliers, mark the “Change” box and include the Supplier number to be changed. The requester completes the fields to be changed on the SAF. All Name or Tax ID changes require a new, updated W9.
  9. When requesting a change of address, it must be noted in the “Special Instructions/Comments” field, if the address is replacing an existing address or is an additional address.
  10. A copy of the Supplier’s invoice or Notification of a Change should be sent with the form, when available.
  11. The Description of Services/Reason for Payment is a required field.
  12. Completed forms with all documents attached are to be emailed to r faxed to 612-624-9562.

RECAP OF REQUIREMENTS

NEW SUPPLIERS / CHANGES TO EXISTING SUPPLIERS
  1. All fields on the SAF form are required, except for the “Special Instructions/Comments field.
/ The “Change” checkbox, date, Supplier Name and Number, the information that is changing, Special Instructions and the Department Contact information is required.
  1. Must include one of the IRS tax forms.
/ Include appropriate Tax form for Name and Tax ID number changes.
  1. Include Form UM 1650 when appropriate.
/ Include any documentation received from the Supplier communicating the change.
  1. Include a copy of the Suppliers invoice or other documentation showing the Suppliers information, when available.
/ When requesting a change of address, it must be noted in the “Special Instructions/Comments” field, if the address is replacing an existing address or is an additional address.
  1. Requests completed by Disbursement Services within 3-5 days.
/ Requests completed by Disbursement Services within 3-5 days.