A Vendor Maintenance (VM) Form package is required for all vendor onboarding, updates or payment method changes.
For Domestic Vendors, Fred Hutch leverages DocuSign to securely collect vendor information (including banking details & W-9 information).
Get Started: Complete our DocuSign AP Onboarding Package (Domestic Vendors)
For International Vendors, please complete the International Vendor Maintenance Form and send to Fred Hutch Accounts Payable (Research) at apdept@fredhutch.org.
Vendor Maintenance (VM) Details
- Once filled in and submitted, the DocuSign package will be automatically routed to Fred Hutch AP to enter & approve in our ERP system; no emails required.
- You will be able to choose your preferred payment option at the time of completing this DocuSign AP Onboarding package:
- Payment options include ACH for Entities (Paymode), Check, ACH for Individuals (Non-Paymode) or Wire (for International vendors).
- For further details, please visit our Vendor Payment Options page
- If completing an International Vendor package, please include your relevant W-8 form when sending to AP.
Who is considered a “vendor”?
At Fred Hutch, “vendor” is the standard term our Accounts Payable system uses to describe anyone who receives payments outside of Payroll. This can include:
- Businesses & organizations
- Independent contractors or consultants
- Individuals (including employees & non-employees) receiving honoraria, reimbursements, awards, stipends, or other research-related payments
We recognize there are many different types of individuals and organizations paid by Fred Hutch. The overarching term “vendor” simply refers to anyone who is paid through our AP system and therefore needs an active vendor record on file.