Supplier Portal & Information

The University of Florida welcomes suppliers interested in doing business with the institution. We are committed to an open, competitive process that fosters mutually beneficial relationships.

For access to the supplier portal and comprehensive instructional guides, please refer to the links provided below.

Supplier Portal

SUPPLIER PORTAL INSTRUCTION GUIDES

New BUSINESS Supplier Registration

New INDIVIDUAL Supplier Registration

Existing Supplier New User (This guide is for existing suppliers to add a user for portal access.)

Existing Supplier Change (This guide is for existing suppliers who need to update their supplier file information. If you have not yet created a User ID & password, follow the instructions for “Existing Supplier New User” before proceeding.)

Supplier Information

Use the Supplier Portal link above to register as a new supplier or make changes for an existing supplier.

Once a request is submitted through the portal, suppliers will receive a confirmation email. Upon approval by the UF Supplier team, new suppliers will be notified by email and will be provided with a UF Supplier ID. This is the final part of the registration/change process for suppliers.

To avoid the confirmation and approval emails being discarded by junk mail filters, we encourage suppliers to make the necessary adjustments to their email inbox settings to allow this message to be delivered. Suppliers and UF departments with questions regarding the onboarding process, requiring assistance completing the application, inquiring as to the status of an application or with any other supplier-related question or concern may contact us.

Suppliers and UF departments with questions about the onboarding process, needing help with the application, checking the status of an application, or with any other supplier-related inquiries are encouraged to contact us.

Inactive Suppliers

If a supplier does not receive a purchase order or payment from the University within a 12-month period, their profile will be inactivated in the UF system, and they will be required to resubmit a supplier application to reactivate their status.

Foreign Suppliers

Since tax laws can differ from region to region, the review and approval of Payroll Services is required for Disbursements to process foreign suppliers. Please follow the information in the “Requirements for Payments to Foreign Nationals, NRAs and Foreign Corporations” directive and procedure to ensure compliance.

Required Supplier Documents

The forms/documents below will be required. It is best to have these completed and available before beginning the registration process:

Individuals – Signed Supplier Tax Information Form
All Suppliers – Signed Human Trafficking Attestation Form
U.S. Companies – Signed W-9
Foreign Company – Signed W-8BEN-E
Non-Resident Individual – Signed W-8BEN
Certified small or minority supplier – Certification document

The following insurance forms will be needed if required (see UF’s Procurement website for more details):

General Liability Insurance
Worker’s Compensation
Vehicle Insurance

Payment Methods and Electronic Payment Requirements

The University of Florida requires all U.S. suppliers to receive payments via Automated Clearing House (ACH) or wire transfer. During registration, only these two options are available for selection from the payment method dropdown. Exceptions may be granted on a case-by-case basis and must be fully explained in the comment section for consideration.

A completed and signed Electronic Payment Authorization Form or Bank Wire Form must be submitted with accurate banking information. To verify your account, include one of the following documents:

A voided check (starter checks not accepted), or
A bank statement showing the account number, bank name/routing number, and account holder’s name.

UF also offers an alternative through Bank of America’s ePayables program, which allows for faster payment via single-use credit cards. Please note that you must be able to accept credit card payments, and a transaction fee applies.

To enroll in ePayables, leave the payment method and banking information fields blank and indicate your preference in the comment section of the Payment Information tab during registration.

Additional Information for Suppliers

Change in Employer Identification Number or Tax Identification Number

Any change to a supplier’s Employer Identification Number or Tax Identification Number requires a new supplier registration through the Supplier Portal.

Email:
UFL.invoices@trustflowds.com

Note: Files must be attached to the email—not embedded within the email body. Multiple files may be included per email; however, each file should contain only one invoice. Each invoice must reference a valid UF Purchase Order number or the eight-digit UF department ID for the department receiving the goods or services

Invoice Submissions

After completing the delivery of goods or services, please submit all related invoices to myUFMarketplace using one of the following methods:

Mail:
University of Florida
Attn: Accounts Payable
PO Box 3357
Scranton, PA 18505

Fax:
1-570-496-5411

Information regarding Government Classifications and Supplier Certification:

Suppliers interested in becoming certified with the State of Florida or who have questions concerning Government Classifications should contact the UF Small Business Relations.

UF Departments Use Only

For a supplier to register or change their existing information with the University of Florida, send an email to the supplier directing them to this website. An email template is available for departmental use when inviting suppliers to our portal. Follow the steps below to download the email template.