Prior to being paid, suppliers must be established in Oracle. To be established in Oracle, a new vendor form must be completed and certain information must be verified.

For instructions to request a new supplier and links to the related forms, please visit: New Supplier Set Up Policy and Forms.

Verification Steps

Suppler information must be verified prior to being approved.  Verification includes:

  • Confirming that the supplier is not already in Oracle
  • Ensuring that the correct supplier form has been submitted and is complete
  • Verifying the tax identification number, if applicable
  • Verifying banking information via AWS or via direct confirmation with supplier
  • For foreign suppliers– coordinating tax review to ensure that supplier may be paid and if payment is taxable

In most cases, suppliers will be set up within 5 business days.  However, delays in the verification process could result in longer set-up time.

Foreign Businesses or Individuals

Due to complexities surrounding payments to non-U.S. suppliers (businesses or individuals, including Davidson students), please contact our Payroll Coordinator (704-894-2461) or Accounts Payable Coordinator (704-894-2206) as soon as you are aware you will be paying a non-U.S. supplier, even for reimbursement of expenses.  Please refer to the Foreign National (non-U.S. citizen) Payment Processing Policy for more information.

Out-of-State Suppliers and Individuals

Personal services (any compensation paid for providing a service) rendered by non-North Carolina individuals and companies (including non-U.S. suppliers) are subject to a four percent withholding under North Carolina law. The North Carolina Department of Revenue (NCDOR) has deemed personal services in connection with the following events to be subject to this four percent withholding: 

  • Performance
  • Entertainment or athletic event
  • Speech (any speech that amuses, entertains, or informs, including instructors at seminars that are open to the public for an admission fee or are for continuing education)
  • Creation of a film, radio or television program

This requirement is applicable to suppliers who receive payments in excess of $1,500 from us in a calendar year. Please tell the Accounts Payable Coordinator in advance if payment is for a one-time payment under the limit. Reimbursement for expenses is not subject to this withholding.

Non-U.S. citizens are also subject to this tax, unless they are covered by a tax treaty, in which case they are exempt. See the Non-U.S. Citizens  section for more information on tax treaties.

Please contact our Accounts Payable Coordinator at 704-894-2206, prior to making payment arrangements, with any questions concerning the withholding requirements for non-North Carolina recipients.

Visit the North Carolina Department of Revenue for more information, including requirements for non-NC residents to file NC tax returns.

Speakers, Performers, Independent Contractors and other Unincorporated Suppliers

Federal regulations require us to report payments for services rendered by unincorporated suppliers, such as speakers, performers, and contractors. These payments are reported to the IRS via IRS Form 1099-NEC or Form 1099-MISC.

We must have a tax identification number (TIN, Employer Identification number or Social Security Number) for each unincorporated supplier. The supplier is required by law to provide us with their correct TIN.  No payments will be issued until this completed/signed form with this information is obtained and verified.

Payments must be made directly to the person/company providing the service. We will not issue payments to third parties.