Vendors & Suppliers

Vendors, suppliers, and individuals engaging with Columbia Law School must complete the vendor onboarding process to establish a vendor profile in Accounting & Reporting at Columbia (ARC), the University’s financial system. This process includes setting up an account and connecting as a customer with Columbia University in PaymentWorks.

The Business Office assists departments by initiating the onboarding process and sending invitations to vendors, while Central Vendor Management oversees verification, updates, and authentication of vendor registrations. Learn more about PaymentWorks and the vendor onboarding process on the Vendor Management website

Vendor Engagement Process

Step 1 – Create a Vendor Profile
Submit a vendor request by following the guidelines below. If the vendor or guest is international, verify payment eligibility based on their visa type: Allowable Payments by Visa Type
Step 2 – Complete Prerequisites
Ensure all required prerequisites, such as purchase orders, contracts, or agreements, are completed before work begins or payment is requested. Requirements depend on the type of goods or services.
Step 3 – Submit Payment Requests
Submit pending payment requests via the G: Drive for processing. For domestic guests, prepare and submit an expense report in Concur Expense.

Vendor Profiles

  • Goods and Services – Payment to a supplier, service provider, or consultant against an invoice.
  • Expense Reimbursement – Reimbursement of expenses incurred by a guest of Columbia Law School.
  • Prize/Award – Payments made to students who have won a prize or received an award, often in recognition of academic, research, or competitive achievements.
  • Fellowship/Scholarship – Financial support provided to students or scholars to assist with academic endeavors, research, or professional development.
  • Refund – Payments issued to return funds to an individual or entity, previously paid to Columbia, due to overpayment or other adjustments.
  • LRAP – Financial assistance to eligible participants for repaying student loans, part of the Loan Repayment Assistance Program (LRAP) through the Office of Financial Aid.

Vendors are encouraged to submit their registrations within 24 hours and respond promptly to any questions or corrections to avoid delays in the onboarding process.

Request a Vendor Profile

Submit a request to [email protected] with the subject line: 
Create Non-CU Profile: [Payee's Name]

  • Payee's Full Name:
  • Payee's Email Address:
  • Payment Category: [choose from list above]
  • Business Purpose:
  • Is the payee coming on-campus?  [yes/no]
  • Is the payee international? [yes/no]
  • If yes, enter their visa type/class: 
Payment Eligibility for Foreign Individuals

Payment eligibility for non-resident aliens is determined by immigration status, in accordance with tax and immigration regulations. Adhering to these regulations is essential. Please review the chart of Allowable Payments by Visa Type and verify the recipient's eligibility before extending an invitation or promising payment.

The vendor onboarding process begins when the Business Office sends an invitation to the payee to register as a CU Vendor in PaymentWorks. The payee then completes their registration and submits it for review. Columbia's Vendor Management department evaluates the registration, either approving it or returning it for necessary corrections. If revisions are required, the payee must promptly update and resubmit their registration. Once approved, the payee is notified that the onboarding process has been completed, and a CU Vendor Number is assigned.

To update information for an existing vendor who has not yet registered, or to verify whether a vendor has completed the onboarding process in PaymentWorks, submit a vendor inquiry to [email protected] with the subject line: Vendor Inquiry - [Payee's Name] and include the following details:

  • Payee's Full Name:
  • Payee's Email Address:
  • Payment Category: [choose from list above]
  • Business Purpose:
  • Is the payee coming on-campus?  [yes/no]
  • Is the payee international? [yes/no]
  • If yes, enter their visa type/class: 

Vendors who have successfully completed the PaymentWorks onboarding process, have an active PaymentWorks account, and have been assigned a vendor number for Columbia University are responsible for keeping their PaymentWorks account up to date, including maintaining accurate remittance addresses. To help ensure successful address updates, here are some useful guidelines:

Step 1: Log into PaymentWorks

Visit the PaymentWorks portal to log into your account: PaymentWorks Login

If you're experiencing issues logging into your account, contact the Customer Support

Step 2: Navigate to Your Company Profile

Click on your profile icon located in the top-right corner and select “Company Profile” from the dropdown.

Step 3: Update Your Remittance Address

On the left-hand side, click on “Remittance Addresses.”Locate the current address listed and click the pencil/edit icon next to it. After that, enter your correct address and proceed to the next step to save the changes.

Step 4: Save Changes

After editing the address, click "Save" to finalize the update on your remittance address.

Step 5: Upload the New Tax Form

Go to the “Tax Forms” tab. Upload a newly completed and signed tax form reflecting the updated address. You can access the forms here: Tax Forms

Ensure the correct tax form is uploaded:

  • Form W-9 for U.S. payees
  • Form W-8 for international payees

The form must be hand-signed or digitally encrypted, and the signature must be dated. Save the form as a PDF with no editable fields and upload it.

Step 6: Submit a Ticket

To request a prompt review and approval of your PaymentWorks update by the Vendor Management department, please contact the Finance Service Center by submitting a ticket and including your assigned vendor number for Columbia University. Click here to Submit a Ticket

The Vendor Management department, part of Central University, handles the authentication, updating, and verification of vendor registrations for Columbia University. If additional information or documentation is needed, they will contact you with further instructions.

Step 1: Choose a vendor from the list of approved vendors licensed to use Columbia trademarks for promotional giveaway items: Approved Promotional Vendors

Step 2: Determine the purchase amount:

  • If the purchase is under $2,500, it can be paid for using the P-Card.
  • If the purchase is $2,500 or more, a Purchase Order will be required.

The following vendors have already been vetted and approved by Columbia University. We strongly encourage you to choosefrom one of these vendors when organizing meetings and events: Approved Master Agreement Vendors