If you are unable to locate a vendor through the eforms Vendor Search option, please check the list of commonly used vendors (Common Vendors) in the event they are paid under a different name. You may also contact Wally Burgos at (785) 532-6203 or our office at (785) 532-6202 for additional assistance. If the vendor is not an actively used vendor by Kansas State University you will need to request a legibly completed, signed, and dated W-9 or W-8BEN from the vendor to send with the payment voucher. Establishing new vendors takes additional processing time as our office has to first obtain vendor setup approval from Office of General Services in Topeka before setup may be complete in the eforms system (approximately 2-3 business days).

There may be instances where the vendor is listed in e-forms by a different name. In most cases, this is because the vendor/business is owned by a corporation or an individual different from the business name.

If you type in the vendor's name in e-forms, it will appear as a new vendor and delay the processing of the payment.

If it is a new vendor that has never been paid by the State or the vendor has NOT been paid for more than 1 year (365 days), you will need to request a W-9 from the vendor. If you are not sure if you need to obtain a W-9 for a vendor, please call our office at (785) 532-6202 to verify if a W-9 should be requested.