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 includes creating an account and connecting as a customer with Columbia University in PaymentWorks.

The Business Office supports departments by initiating the onboarding process and sending invitations to vendors. Central Vendor Management is responsible for verifying, updating, and authenticating vendor registrations. For more information, visit the Vendor Management website to learn about PaymentWorks and the vendor onboarding process. These are the steps in the vendor engagement process:

  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
  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.
  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

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.

Payment Categories
  • 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.
  • 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.

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: 

To update a vendor’s address for payments through PaymentWorks, the vendor must log in to their account and update their Remittance Address in their profile. They must also update their tax forms in the portal. Submitting a ticket is highly recommended to expedite the review of these updates.

Important: If a vendor is not registered in PaymentWorks or linked to Columbia University, a vendor request must be submitted to send a PaymentWorks invitation for the vendor to complete registration and connect their account.

Steps to Update Address

  1. Access the Portal
    Log in to your PaymentWorks account at https://www.paymentworks.com/accounts/login/
    If you experience any issues logging in, please contact PaymentWorks Support
  2. Locate Your Profile
    Click the profile icon in the top-right corner and select Company Profile or My Payee Profile from the left-hand menu.
  3. Edit Remittance Address
    Navigate to Remittance Addresses, click the edit (pencil) icon, enter the updated address, and select Save.
  4. Update Tax Forms
    Go to the Tax Forms tab and upload a new, signed tax form reflecting the updated address.
  5. Finalize the Update
    To help ensure timely review or check the status, submit a ticket to the Columbia Finance Service Center or call 212‑854‑2122 with your vendor number.

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