ABCDEFGHIJKLMNOPQRSTUVWXYZ
1
2
3
4
5
6
7
New Vendor Onboarding RequestINSTRUCTIONS:
8
9
Vendor SectionPlease send to vendor form to fill out.
10
Vendor Name
11
12
Vendor Address (Payments):Physical address required for check payments
13
14
15
16
Vendor Email Required for ACH and International Wire Payments
17
Vendor Primary Contact Name:
18
Vendor Primary Contact Phone:
19
Payment Terms:i.e.: Net 30, Due on Receipt, etc.
20
Preferred Payment Type (ACH or Check):
PAYMENT TYPES & NEEDED INFO: (There is no option to overnight)
21
AGI companies no longer physically print checks internally. Please consider third party processing time & mailing.
22
Description of Item/Service
& Business Purpose:		Our Third party check processor, Deluxe offers digital check via email - the payee will receive an email with a link.
23
The Deluxe link will give the payee the option to print a check & deposit; Or pay a nominal fee to directly deposit to their bank.
24
For ACH - AP & Treasury will reach out to the vendor to collect bank information - an email is required.
25
26
Requestor Section
27
AGI Company:Aspen University Inc
28
AGI Location/Campus:Phoenix
29
Email Vendor Request with Supporting Documents To:ap@aspen.eduAutofilled based on Company
Due to potential cyber fraud, Treasury or Finance may contact you for verbal validation of approval.
30
31
Requested By (Budget - Team Member):
32
Requestor's Title/Department:
33
Email & Phone:
34
35
Signature & Date:
36
37
Department (Drop Down List)This is to help Finance understand which of our departments will own the vendor relationship & manage costs
38
Type of ExpenseThis is to help Finance understand where your team has budgeted for the costs associated with the new vendor for proper accounting.
39
40
Ex. IT Consultant, Legal - Employment, Office Supplies, etc.
41
Please be detailed
42
43
Approved By (Budget - Dept Head):Finance can help support as approver if a Dept Head is requesting the new vendor
44
Approver's Title/Department:If providing email as written approval, please state the vendor being approved for ongoing business relationship.
45
Email & Phone:
46
47
Signature & Date:
48
49
Attach supporting documentation W9, contract and a anything additional such as a copy of quote stating amount and vendor and/or written email approvals,
Finance may contact you with additional questions for new vendor set up.
50
A W-9 is required for all new vendors.
51
Accounting Section
1. W-9 completed by the vendor rep; Go to irs.gov - search W-9 for latest form version (or Contact Accounts Payable)
52
https://www.irs.gov/pub/irs-pdf/fw9.pdf
53
Final Reviewer:2. Copy of executed contract, if applicable.
54
Date Approved:
55
W9 attached
56
Contract attached
57
58
59
IMPORTANT NOTE RE: ACCOUNTS PAYABLE & TREASURY TIMING - Cut off for weekly processing
60
AP runs weekly. AP is reviewed as final Tues. at noon for all previous submissions. Payments are processed on Thursday / Friday.
61
ACH funds are received by vendors on Friday.
62
63
University Finance & Corporate Contacts (If you need additional instructions, please contact your VP of Finance 1st as a Primary Contact)
64
65
CFO, Universities - Michael LaMontagne michael.lamontagne@aspen.edu
66
67
If you are unable to reach a company-specific Finance/Accounting representative, please reach out to below:
68
USU Accounting Manager - Callie Georgecallie.george@aspu.com
69
AU Accounting Manager - Callie Georgecallie.george@aspu.com
70
AGI Accounting Manager - Eric Biedermanneric.biedermann@aspu.com
71
72
73
74
75
76
77
78
79
80
81
82
83
84
85
86
87
88
89
90
91
92
93
94
95
96
97
98
99
100