Vendors & Suppliers

About

A vendor profile must be available in Accounting and Reporting at Columbia (ARC), the University’s financial system, in order to make a Guest/Outside Party, Supplier, Service Provider or Consultant, eligible to receive payment from Columbia University. This process is administered by the University's department of Vendor Management which is responsible for creating and maintaining all vendor profiles utilized in the process of requesting payments. Our Business Office assists departments, centers, and programs in their efforts of requesting the creation and modification of domestic and international vendor profiles. If you have any questions, please contact the Vendors Team at vendors@law.columbia.edu.

Three Steps
  1. The first step before extending invitations to guests or purchasing goods and services from suppliers, service providers and consultants is to create a vendor profile. Please be sure to verify payment eligibility for international Guests based on their visa type. 
  2. The second step is to address any prerequisites or additional requirements that may apply to suppliers, service providers and consultants, depending on the type of goods and service they will provide, which must be fulfilled prior to commencing work or requesting payment.
  3. The third step is to submit the payment request to our Business Office or process an expense report on behalf of a domestic Guest or Student in Concur.

    Payment Types
    1. Goods and Services — payment for a supplier, service provider or consultant against invoice
    2. Honoraria — payment to a guest lecturer/outside party as an expression of thanks
    3. Reimbursements — reimbursement to a guest or in-class speaker for expenses incurred
    4. Prizes/Awards — payment to a Student who won a prize or was granted an award
    5. LRAP — Loan Repayment Assistance for eligible participants (Financial Aid Only)

    Vendor Profiles

    Submit a request with the following information and attach required documents to vendors@law.columbia.edu with the subject: Create/Modify non-CU Profile - Full Name

    All vendor requests must be submitted along with the following statement: "I certify I do not have any conflict of interests between myself and Columbia University.Vendors who need a Purchase Order will be required to provide the signed Scope of Work and the vendor's website URL. The IRS Tax Form is not required if we are only reimbursing Guests, unless the vendor profile needs to be modified. 

    Domestic

      International

      Payment Eligibility

      The types of payment the University can make to Guests from other countries depend on their immigration status and visa type. Please verify payment eligibility by reviewing this chart which is based on DHS and IRS guidelines: Allowable Payments by Visa Type

      Other Requirements 

      If the person came to the United States, the following documents are required to validate their immigration status: 

      • Passport (ID page)
      • Visa Type (ID page)
      • Entry stamp, I-94 (or ESTA receipt)

      IRS Form 8233

      Guests from countries with tax treaties with the United States should complete Form 8233 to request exemption from withholding on compensation for independent (and certain dependent) personal services of a nonresident alien individual. The form must be the original signed document; no photocopies, faxes, or PDF can be accepted.

      To verify if a vendor has an existing profile, submit a request with the following information to vendors@law.columbia.edu with the subject: Vendor Inquiry - Full Name

      • Payment Type
      • Full Name
      • Address
      • Email Address
      • Phone Number

      The first step before purchasing promotional items is to choose one of the following vendors are licensed to use Columbia trademarks for promotional giveaway items: Approved Promotional Vendors

      The second step is to determine if the amount of the purchase will be less than or more than $2,500. Purchases from approved promotional vendors under $2,500 can be paid for using the P-Card. If the amount of the purchase is $2,500 or more, it will require the issuance of a Purchase Order. 

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