FAQ - Frequently Asked Questions

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Supplier

The University consolidated duplicate suppliers to one system to manage resources more efficiently. 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 replaces the ICE form, which was used to determine if an individual was 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.

Penn State started distributing emails on July 6. Daily batches of emails continue to be distributed until all suppliers are granted access. The goal is for all suppliers to receive emails by the end of July. Please continue to monitor your emails from [email protected] Please note suppliers who did not supply tax ID numbers, such as utility vendors, in our former system were not converted to the new system. If you believe your email on file is not accurate, please contact 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 remittance advices for ACH/wire payments, please access the Supplier Portal to manage your email.

If you didn’t receive the letter mailed in April 2020, your information was automatically converted to the new system and business will continue as normal. If you received a letter, please continue to monitor your email. Suppliers should receive emails with login information by the end of July 2020. 

Business will continue as normal since your information was automatically converted to the new Supplier Portal. 

Approved suppliers were converted to the Supplier Portal with the information on file, so business will continue as normal. However, we’re asking suppliers to login the system after they receive credentials to validate information. 

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.

Existing LionCash merchants do not need to register in the Supplier Portal. To update banking information for ACH payments please mail a voided check to the following:

id+ Card Office
20 HUB-Robeson Center
University Park, Pa 16802

New LionCash merchants should follow the participation steps outlined by the id+ Office

 

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

A non-PO 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 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.