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 and share a remittance address with Columbia University, vendors should log into their PaymentWorks account and navigate to the “My Payee Profile” section. Vendors can use this section to edit existing information, add new addresses, and select Columbia University as the customer with whom the updated remittance address should be shared. Vendors experiencing issues logging into their PaymentWorks account should contact PaymentWorks Support for assistance with regaining access.

Follow the instructions provided in the link below to help ensure that all required steps are completed, including the “Share Remittance Address” step. This is a critical part of the process, as it allows Central Vendor Management to receive the update request, review the submitted information, approve the change, or provide guidance on any additional steps needed: PaymentWorks Remittance Address Update and Share Instructions

To check the status of an update request, vendors should submit a ticket with the Finance Service Center or call +1 212-854-2122 for assistance from Central Vendor Management.

Important: If a vendor is not registered in PaymentWorks or is not linked to Columbia University, a vendor request must be submitted to send a PaymentWorks invitation. The vendor must complete the registration process and connect their account with Columbia University before updates can be processed.

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

Promotional purchases requires a Purchase Order (PO) prior to commencing work and before invoices can be submitted to the Business Office for payment processing. The only exception applies to purchases under $2,500, which may be paid using a department P-Card without a PO, provided the vendor is listed as an approved promotional vendor.

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