FAQ - Frequently Asked Questions

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Supplier

The Supplier Portal is a single point of entry for suppliers to update information and receive invitations to sourcing events. One of the main registration benefits is the ability to securely provide banking information for Automated Clearing House (ACH) payments. The system also collects mandatory IRS forms such as a W-9, classifies suppliers appropriately, and determines if an individual is eligible for independent contractor status or an employee.

Make sure you’re using a Firefox or Chrome browser, clear your browser history, and try again. If you are still having login issues, please submit a Supplier Support Form.

Please monitor your emails from [email protected] for 3-5 business days. If you believe your email on file is not accurate, please submit a Supplier Support Form.

You have 31 business days to login the Supplier Portal and create your new ID and password – from the date you receive the URL, login, and password. After 31 business days your temporary password will expire, and you must submit a Supplier Support Form

Go to https://vportal.simba.psu.edu/irj/portal to login the Supplier Portal after you created your permanent ID and password. Note: You should not use the temporary URL after your permanent ID has been created.

Since emails are used to distribute Purchase Orders and send a remittance advice for ACH/wire payments, please access the Supplier Portal to manage your email.

Automated Clearing House (ACH) payments allow funds to be directly deposited into your account, replacing paper checks that may require a trip to the bank to deposit or that may be lost in the mail. Although registering for ACH payments through our secured Supplier Portal is recommended, it is not mandatory. If you do not register for ACH payments, you will receive a paper check, which is our default payment method. 

Penn State requires a FI supplier, or a company, organization, or individual who normally is paid through the non-PO invoice (former SRFC), to register and update data including banking information for Automated Clearing House (ACH) payments. Registration also satisfies the IRS requirements to collect a W-9 form and properly classify vendors. 

Unregistered suppliers cannot select Automated Clearing House (ACH) as the payment option. Please submit an IRS W-9 form and the supplier’s email address to [email protected].

The supplier needs to contact the shopper for the correct information. 

For a general Purchase Order inquiry, contact the agent referenced on the Purchase Order, filter Purchasing’s contacts by your specific good or service to identify a purchasing agent, or submit a Supplier Support Form.

Please email [email protected] for invoices over 30 days, invoice corrections, or if you received a collection letter.

Suppliers can submit their company name, address, telephone, contact, and copy of their W9 to Procurement Services, Supplier Admin Team, 101 Purchasing Services Building, University Park, PA 16802 or call 814-865-7561 to speak with a member of the Supplier Administration Team.

At this time, invoice functionality isn't available in the Supplier Portal. View billing and payment information

A non-Purchase Order invoice supplier such as a utility bill, legal fee, subaward invoice, grand refund, membership, rent, or payment of an official needs to complete a registration form for each address.  

Please submit a Supplier Support Form if the Purchase Order invoice supplier has multiple remit to addresses. 

Payments release when the goods confirmation, or three-way match, is completed by the buyer and are made according to the supplier payment terms pulled from the Supplier Portal.  

View additional supplier payment and terms or buyer's goods confirmation information.

Registered suppliers are invited to bidding events if their goods or services are a Penn State commodity. Due to the large volume of inquiries, we encourage supplier registration, so our buyers have business information available for bidding opportunities.