Becoming a Supplier at UCR
We recognize the importance of our suppliers in helping us fulfill our clients requirements in an economical and efficient manner. The supplier is often our link with cutting edge technology, current products and new market trends and as such, is very valuable to us. This guide is distributed to assist vendors in serving our campus more effectively. Suppliers are encouraged to market their goods and services to individual departments throughout the campus directly. Since our campus is decentralized, each department is responsible for initiating purchases for their specific needs. Please use the campus website to identify departments which you believe may be interested in your goods or services. A partial list of departmental purchasing assistants is located at the following page.
Please also see the list of campus professional buyers and the commodities for which they have purchasing responsibility. You are welcome to contact them directly for additional information, however, your best resource for upcoming requirements will be at the department level where needs originate. Typically, Procurement Services focuses on strategic sourcing opportunities based on historic spend. We solicit and conduct requests for bids/proposals, formulate contracts as well as negotiate on behalf of our clients for large dollar purchases.
Procurement Services requires that all suppliers complete and submit a Business Information Form including contact information for customer references. These customer references may be contacted by phone or email to ascertain the success of their business dealings with your company. Our Accounts Payable department will also require a W-9 to be submitted in order for your firm to be added to the supplier database. Business Information Forms and W-9's may be mailed OR fax to:
- UC Riverside Accounting Office -002 Riverside, CA 92521
- faxed (951) 827-3314
PLEASE DO NOT EMAIL DOCUMENTS CONTAINING PERSONALLY IDENTIFIABLE INFORMATION (PII) SUCH AS SOCIAL SECURITY NUMBERS. THESE DOCUMENTS SHOULD BE EITHER MAILED OR FAXED. IF MAILING OR FAXING IS NOT POSSIBLE AND ELECTRONIC TRANSMISSION IS REQUIRED IT MUST BE ENCRYPTED. PLEASE COORDINATE ANY ELECTRONIC DATA EXCHANGE CONTAINING PII WITH THE UNIVERSITY IN ADVANCE.
Please access Accounts Payable's Forms section for most up-to-date W-9 form at: https://bfs.ucr.edu/resources#accounts_payable
Foreign vendors are required to submit a W-8 form. An entity is considered foreign if it is created or organized outside the United States. This includes entities that may have operations in the United States, but the parent company is organized outside the United States. Depending on the type of payment, all payments made to or on behalf of a foreign entity are generally subject to income tax withholding unless specifically exempted either by U.S. tax law or an income tax treaty. Generally, payments not exempt from withholding are subject to 30% federal income tax withholding, in accordance with IRS regulations. (W-8 Guidance Document)
Please access Accounts Payable's Forms section for the most appropriate W-8 form at: https://bfs.ucr.edu/resources#accounts_payable
After completion of the required W-8 form:
- Fax a completed copy to Procurement Services at: (951) 827-3314
- Mail the original signed form to: UC Riverside Accounting Office-002 Riverside, CA 92521
Please note that being added to the vendor data base does not indicate the University's intent to purchase goods and/or services from your firm nor does it guarantee any specific volume should a purchase be made. All being added means is that someone (department, buyer, vendor, etc.) has made a request to add your firm to our data base and that our Accounts Payable has received your W-9 with tax id number and is capable of issuing a check should someone issue an order.
If you wish to begin registering as a UC system-wide supplier, please visit the University of California Office of the President (UCOP) Public Bid Site where you can register and manage your company information, review both UC system-wide and local campus bid opportunities, and stay up-to-date with current events and news. Note that you do not need to register as a supplier to view public events. Public events are available under “Bid Opportunities”, however, to participate in an event registration is required.
Registration support is available by contacting UCOP Procurement Systems by email firstname.lastname@example.org.