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Vendors

Travel Frequently asked Questions

1. Someone said I have to have a "blue form" to submit with my Direct Expenditure request for a personal reimbursement. What is a "blue form?"?

   The term "Blue Form" is a nickname of sorts. The real form name is "Unauthorized Purchase Explanation/Certification" and it can be found on Purchasing's website. The name "blue form" was applied to it in the days before computers, because the hard copies of the forms ordered from campus stores were blue in color.

2. What is a 204 form and why does the lack of it cause a delay in payment?

   The actual name of the "204 Form" is "Payee Data Record" and was formerly know as "Vendor Data Record." The form can be found at the Accounts Payable Forms website. This form is the State version of the Federal IRS form W-9. The State requires each State agency to have on file a completed 204 Form for every vendor with whom we conduct business in order to record the Tax Identification Number and properly classify their tax status for reporting purposes. Completion of this form is mandatory and must be submitted before payment is issued.

3. Does a vendor have to complete a "204 Form" every time he or she conducts business with the university?

   No. The 204 Form normally only needs to be completed once by the vendor. The form will be maintained on file. However, if any information provided on the form changes (vendor name, tax identification number, address, etc.), a new 204 Form will be required to update our records for tax purposes.

4. I have a question related to an invoice payment. Who do I contact?

   The vendor invoices have been divided alphabetically among the vendor technicians as follows:

   See Accounts payable Web Page

5. I don't have a question on an invoice payment, but I do have a procedural question. Who do I speak with?

   For general questions regarding Accounts Payable procedures, please contact the main line at x75155. The individual who answers the phone will direct you to the appropriate individual to assist you with your inquiry.