Purchase to Payment
Gateway to Finance provides guidance about the purchase-to-pay process at Temple. The team in Purchasing and Accounts Payable can help with navigating TUmarketplace, Concur and TUportal if you are an employee; as well as how to become a business partner with the university. Our objective is to provide the highest level of service to faculty, staff, students and external customers.
Become a Business Partner/Vendor with Temple
We strive to partner with a diverse set of vendors to obtain quality goods and services at competitive prices. Firms interested in doing business with Temple University should review the following terms prior to submitting business information for consideration:
- Temple University Purchase Order Terms and Conditions (revised February 2017)
- Temple University Vendor Eligibility and Debarment Terms
To be considered as a vendor at Temple University, the following information must be completed and emailed to [click-for-email]:
- A Certificate of Insurance document evidencing your insurance coverage and policy expiration date
- A cover letter with a brief description about your firm including number of years in business
- List or supply a line card of all commodities which your firm supplies.
- List three (3) references (with at least one College or University) which you have had or currently have a business relationship. Include contact name, phone number, and email address.
- Vendor Qualification Form
- Construction Bidder Qualification Form (if applicable)
- Proper certification if classified as minority-owned, woman-owned, veteran-owned, and/or small business enterprise
For more information please visit Vendor Information.
Important - Goods or services valued over $5,000 should not be provided without a Temple-issued purchase order. Failure to obtain a purchase order may result in either delayed or no payment.
More information on Purchasing Policy and Procedures and using the Pcard is available on Vendor and Business Partners Quick Links.
Payment and Invoice Processing
Accounts Payable is a full-service center responsible for issuing all non-payroll disbursements in accordance with the university, federal, and state rules and regulations. Our objective is to provide the highest level of customer services to faculty, staff, students, and external customers. The accuracy and completeness of Temple University’s financial statements are dependent on the accounts payable process.
Departments are required to submit all invoices and credit memos using Concur Invoice in a timely manner so they may be processed in the correct period and fiscal year. If the order requires a receiver, the receiver must be entered within 48 hours of when the goods have been received. Vendor statements should be forwarded to Accounts Payable’s dedicated email box: [click-for-email]
Travel and Expense Reimbursement
It is the policy of Temple University to reimburse travelers for reasonable and necessary expenses incurred during approved Temple Affiliated Travel. Procedures for Travel and Expense Reimbursement provides detailed information regarding travel reimbursement. More information is available for faculty and staff on the Budget and Finance page of TUportal under Travel.
Vendor Account Information
Temple University conducts business with external vendors and merchants around the globe. Vendors may create accounts with Temple University for many common processes and information needs related to handling payments, procurement of services and managing transactions. We strive to consistently meet the needs of our university customers and vendor partners. Creating a vendor account is the first step in helping us serve your vendor needs. Vendors can now find all necessary forms and resources on Vendor and Business Partners Quick Links.
- Vendor Payments via VISA Commercial Card
- W-9 Information - Vendor Form
- University W-9 Form
- Certificate of Insurance Requirements
- Vendor Verification Form
- Vendor Direct Deposit Form
The Internal Revenue Service (IRS) requires Temple University to obtain appropriate taxpayer identification information before issuing payments through the accounts payable system. In place of the IRS form W9, Temple University has a substitute form W9 for each vendor/individual to complete before payment is released. Each University department is responsible for requesting the initial substitute form W9 from new vendors. Additionally, the Accounts Payable Office will annually follow IRS guidelines for requesting updated taxpayer information for existing vendors in which the University does not have a current one on file or receives an IRS notice of missing or incorrect taxpayer identification numbers. The University will withhold taxes and submit to the IRS should a vendor fail or refuse to present a completed W9 or provides the University with invalid information. Backup withholding will continue on all payments made to the vendor/individual until an updated W9 is received.