How to Become a Vendor

Vendor Profile Form

All entities or individuals (Non-Employee of the College) seeking to do business with the College must complete a Vendor Profile Form as the first step. This is a one-time requirement allowing the College to capture pertinent information to process payments. Vendor Profile submission does not guarantee approval.

A completed Vendor Profile Form does not represent an application, or request for an approval to sell, market, copy, or use the Spelman College name, nor its seal, logos, or other marks, all of which are registered trademarks. There is a separate licensing program that vendors must complete to seek such approval. Vendors may contact the office of Administrative Services at the College or contact the Collegiate Licensing Company (CLC) in Atlanta, Georgia if they are interested in marketing/selling materials using the name of Spelman College or any of its trademarks.

The Vendor Profile Form will require selecting a role based on the goods or services provided to the College:

• Independent Contractor/Consultant is defined as a self-employed individual who is independent in trade, business, or profession, that provides expertise, knowledge, or services that are not readily available at the College (or that are not available on a timely basis).
• Guest Speaker is defined as an individual who has been invited to present a speech, or give a talk, at an event, meeting, conference, or gathering, where they are not the host, on a one-time or very limited basis.
• Guest Lecturer is defined as an individual who is an expert and/or possesses advanced or extensive knowledge of a particular subject area, or unique qualifications or professional status, invited by a faculty member or department, to speak about their field or expertise to a class on a one-time or very limited basis.
• Collaborator is defined as a person who works jointly on an activity or project in which there is typically no sole ownership of the product (i.e., co-authorship of a book; composition of music; co-production of film projects, etc.).
• Participant is defined as a person who is taking part in an activity sponsored by the College such as attending a workshop or training session; participating in a research study; or completing a survey, etc.

NOTE: Vendors must submit the Vendor Profile Form using a Gmail account. For those who confirm a relationship was found (covered entities or covered people) within the Vendor Profile Conflict of Interest Search database maintained in Etrieve, a Conflict of Interest Disclosure Form will automatically be emailed to the vendor upon submission. The Conflict of Interest Disclosure Form can be found in Etrieve as well. 

International vendors must submit a Vendor Profile Form and include the appropriate tax document, or a copy of a current passport. The Internal Revenue Service (IRS) requires that all payments made to foreign vendors be made in accordance with IRS regulations.

Independent Contractors/Consultants

An Independent Contractor/Consultant agrees to a mutually binding agreement to provide services or goods, for a stated rate or sum of money, for a limited or designated time, and payment should be based on deliverables per invoice -- not on a weekly, bi-weekly, or monthly basis, which suggests an employee of the College. When an Independent Contractor/Consultant is hired, the College/department must state the scope and time period of the work. The Independent Contractor/Consultant is responsible for performing the work in a professional manner and for determining how, when, and by whom the work is to be done. An Independent Contractor/Consultant manages their personnel (not employees of the College) & must also provide their own support in terms of administrative tasks, including utilizing their own equipment (ex: computers, whiteboards, etc.) when completing the work. The College may request a list of key personnel assigned to a project and/or a resume of the qualifications of those individuals.

Prior to committing to pay an individual as an Independent Contractor/Consultant, all contractors must complete an Independent Contractor/Consultant Agreement (with attachments if applicable) and obtain approval from the department’s Chairperson or Budget Manager. The Independent Contractor/Consultant Agreement (ICA) can be accessed in Etrieve. Upon full execution of the Independent Contractor/Consultant Agreement (ICA), the Requester should complete and submit a purchase requisition to encumber the funds to be paid to the contractor/consultant.

Note: If the contractor has not conducted business with Spelman College, it will be necessary that a Vendor Profile Form be completed and approved for the first time only.

Note: The first step that must be completed when hiring an Independent Contractor is to obtain an approved ICA.