1. Change in Business Process for Requests for Supplier Adds/Updates Procurement Services December 2008

2. The Issue Departments currently have the option of sending supplier information to Vendor Maintenance within the body of an email message or as an email attachment (e.g., attaching a completed W-9) when requesting adds/updates to the M-Pathways Vendor Database. Often, this information includes social security numbers (particularly for PeoplePay payments), which are sensitive data. Email is not a secure data transmission vehicle.

3. The Necessary Business Process Change As of January 1, 2009, Vendor Maintenance will no longer accept requests via email message or email attachment that contain a social security number. All requests that contain a social security number (or an attachment that contains a social security number, such as a W-9) must be sent to Vendor Maintenance via fax to the secure fax number 734-615-5704.

4. Things to Know Any requests sent via email/email attachment that contain a social security number will be destroyed by Vendor Maintenance upon receipt. ◦ You will need to resubmit the information using the Supplier Request form and fax method. Requests that contain supplier TIN information may continue to be sent to Vendor Maintenance via email, unless the TIN is also a social security number.

5. Fax Method Complete the Supplier Request form (located on the Procurement Services web site under Forms). Fax the completed Supplier Request form to the Vendor Maintenance Team at telephone number 734-615-5704 (secure fax line). A Vendor Maintenance Team member will contact you with the M-Pathways Vendor ID number for the supplier as soon as the record has been created, or will inform you that an existing supplier record has been updated.

6. Telephone Method Phone requests are limited to two suppliers so as not to tie up the phone lines. Contact the Vendor Maintenance Team at 734-764-8212 option 4.

7. Looking Forward Procurement Services is partnering with MAIS to investigate the possibility of allowing end users with system authorization to enter partial supplier information directly into M-Pathways for review and approval by the Vendor Maintenance Team. Rather than typing the information in an email message or on a form to be faxed, you would enter it directly into the M-Pathways system. You would be able to check the status of the review/approval process at any time the system is available.

8. Communications The PeoplePay tool will be updated in January 2009 to reflect this change in business process. The Procurement Services web site will be updated prior to January 2009. An email communication will be sent to BAG members, the ICFA, and the Financial and HR Unit Liaisons. The automated email reply from Vendor Maintenance will be updated to include the new business process.

9. Contacts Mary Lou Butchko Supervisor, Vendor Maintenance 734-764-6254 mbutchko@umich.edumbutchko@umich.edu Ron Youngblood Manager, Accounts Payable 734-615-9060 ryoungbl@umich.eduryoungbl@umich.edu