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Bids/Solicitations

• Can I submit pricing or a proposal in-person?
  Responses will only be accepted electronically through the ³ÉÈËAVÊÓƵ Bid Portal. Responses delivered in-person, by mail, by fax, or by email will be deemed non-responsive.
• Can I attend a bid opening? If so, how?
  The meeting information for bid openings is available on the . The public is welcome to attend any upcoming bid opening. Bid openings are typically held on Tuesdays or the date listed as the Submission Deadline at 2:00 PM ET. To attend online, the individual will need to provide their name and email address via the registration link. For a voice call, follow the instructions provided.
• Where can I find previous solicitations advertised by ³ÉÈËAVÊÓƵ?
  View-only access to previously advertised solicitations can be found at .

Supplier Onboarding

• Need help completing the supplier registration?
  Watch the Supplier Registration Video for a step-by-step walkthrough of the registration process. The FAQs below provide answers to common questions and helpful tips to ensure your registration is completed successfully.
• What is a "supplier" in Workday?

  A supplier is any individual, company, or organization that receives payment from the ³ÉÈËAVÊÓƵ. This includes payments processed through purchase orders (POs) as well as non-PO payments, such as those related to contracts, awards, or other authorized transactions.

• It appears that the university’s supplier portal has changed, what should we do?

  New Suppliers to ³ÉÈËAVÊÓƵ - Supplier onboarding is only required for suppliers with a pending purchase, contract, or other business need with ³ÉÈËAVÊÓƵ. When needed, a ³ÉÈËAVÊÓƵ department or Procurement Services will initiate the onboarding process and provide an invitation to complete supplier registration.

  Current Suppliers - If you are a current ³ÉÈËAVÊÓƵ supplier that has done business with ³ÉÈËAVÊÓƵ in the past 2 years, your information should already be stored in our system. To access or update your information, you may log in to Workday and update your information.  If this is your first time logging in, you must contact the ³ÉÈËAVÊÓƵ Supplier Help Team at supplierhelp@unf.edu or your campus contact to request an email invitation to create a new login and password for Workday Strategic Sourcing (WDSS).

• Our company’s Primary Contact is no longer with the company, and I need to gain access to the portal, what do I do?

  The authorized representative from your company must email the ³ÉÈËAVÊÓƵ Supplier Help Team at supplierhelp@unf.edu to request access to the new supplier portal, Workday Strategic Sourcing (WDSS). Once the request is received and verified, the representative will be contacted with instructions to create a login and password for WDSS.

• What happens to the information entered in my profile? Will it be sold or used for any purpose not described in this registration process?

  Your information is stored securely within the ³ÉÈËAVÊÓƵ’s supplier database and is used solely for supplier registration and business-related purposes.

  The Workday Strategic Sourcing (WDSS) platform may provide opportunities to connect with other organizations that also use WDSS; however, you have full control over whether you choose to engage with those organizations.

• Why do I need to register my company’s information into ³ÉÈËAVÊÓƵ’s Supplier Portal?

  The University only issues payments to registered entities and individuals. Registration allows you to securely provide required information, such as tax documentation, insurance details, and other necessary records.

  As a registered supplier (or individual), you can maintain and update your information at any time by logging into your Workday Strategic Sourcing (WDSS) account and making any necessary changes.

• What information is needed to complete the New Supplier Registration Form?

  The registration form will request information about your company or individual profile, including, but not limited to, legal name (company or individual), doing business as (DBA) name, contact information, Tax Identification Number (TIN), remittance information, and insurance details

• How long will it take to complete the Supplier Registration Form?

  The registration form will take approximately 15 minutes to complete on average, provided you have all the required information on hand.

• How will I know ³ÉÈËAVÊÓƵ has received my registration?

  You will receive an email confirming that your registration has been successfully submitted and received. This confirmation will be sent upon submission of the required forms and will come from no-reply_strategicsourcing@workday.com.

• How will I know when I am fully registered as a supplier in WDSS for the ³ÉÈËAVÊÓƵ?

  You will receive an approval email from the University confirming that your registration is complete. This email will include your assigned Supplier (SPL) number.

• What happens if I lose or forget my login information to WDSS?

  Visit  and reference the “Recovering Your Account” section.

• I have questions that these FAQs cannot answer. Who should I contact?
  If you have further questions, you may contact the Supplier Help Team at supplierhelp@unf.edu.

General

• Where is the Procurement Services office located?
  The Procurement Services office is located in Hicks Hall (Bldg. 53), Suite 2950, at 4892 First Coast Technology Parkway.
• Where can I find information regarding Central Receiving?
  Visit the Central Receiving webpage for information regarding the receiving operation.
• How can I find out who to contact in Procurement Services regarding a particular purchase?
  A list of the buyers and their commodity assignments can be found on the department’s website through the Commodity Assignments link.
• What are the University’s payment terms?
  The University’s payment terms are Net 40 days per Florida Statute 55.03(1).

Credit Letter

• Who should I contact for the University's letter of credit or tax exemption form?
  Please email procurement@unf.edu for the University's credit information.

Foreign Suppliers

• I am not a US Citizen or permanent resident of the United States for federal tax purposes. How do I know if I need to complete a W-9 or a W-8?
  W-9 forms are to be completed by US Citizens, permanent residents and resident aliens for federal tax purposes. W-8 forms are to be completed by non-resident aliens for federal tax purposes.
• How do I know if I am a resident alien or a non-resident alien for federal tax purposes?
  Federal tax status is determined by performing the substantial presence test. It is not based on your current address or if you have a US SSN or ITIN.
• Which version of form W-8 do I need to complete?
  • • IRS form: W-8 BEN: The following sections must be filled out; otherwise, the form is not considered valid per IRS regulations.
      • Part I: Fill out sections 1-6a.
      • Part II: ³ÉÈËAVÊÓƵ does not participate in the Treaty; Please leave blank.
      • Part III: Must be completed entirely, signed, and dated.
    • IRS form: W-8 ECI: The following sections must be filled out; otherwise, the form is not considered valid per IRS regulations.
      • Part I: Fill out sections 1-2; 4-8a; and 11.
      • Part II: Must be completed entirely, signed, and dated.
    • IRS form: W-8 EXP: The following sections must be filled out; otherwise, the form is not considered valid per IRS regulations.
      • Part I: Fill out sections 1-3; 5-7 and 7b.
      • Part II: Fill out sections 10-11; 13a or 13b.
      • Part IV: Must be completed entirely, signed, and dated.
    • IRS form: W-8 BEN-E: The following sections must be filled out; otherwise, the form is not considered valid per IRS regulations.
      • Part I: Fill out sections 1-2; 4, 6, 8b.
      • Part III: ³ÉÈËAVÊÓƵ does not participate in the Treaty; Please leave blank.
      • Part XXX: Must be completed entirely, signed, and dated.
• I already have a ³ÉÈËAVÊÓƵ ID. Why am I being asked to complete a new W-8?
  Unlike W-9 forms which do not expire, W-8 forms do. In general, W-8 forms are valid from the date signed until the last day of the third succeeding calendar year.
• If I provide all the services outside the United States, do I still need to complete a W-8 form?
  Yes, the W-8 form is used to claim foreign status. If all compensated services are being performed outside the United States, please indicate this during registration and complete the foreign source certification.
• Where can I find additional tax resources?
  Additional Tax Resources can be found at /controller/tax-resources/index.html.