Skip navigation

Institutional Policies

Policy ADMA-PUR-010

logo of The University of Southern Mississippi  
Responsible University Administrator: Vice President of Finance and Administration
Responsible Officer: Director of Procurement and Contract Services
Origination Date: N/A
Current Revision Date: 02/20/13
Next Review Date: 02/20/17
End of Policy Date: N/A
Policy Number: ADMA-PUR-010
Status: Effective




Policy Statement

When it is determined that a new vendor will need to be added to the University’s Vendor Database, the following procedure will be followed.

Reason for Policy/Purpose

This policy is required for the effective communication of university policies regarding vendor maintenance.

Who Needs to Know This Policy

All members of The University of Southern Mississippi community.

Website Address for this Policy 




Procedure for adding new vendors to the vendor database


For New domestic vendors:

       a.            Vendor must complete a Vendor Registration Form available at

      b.            Vendor must complete a W-9 form (

       c.            Once Documentation is received, the Vendor Maintenance Specialist will log into the Federal Excluded Parties List System (EPLS), enter the vendor Social Security Number for Individuals or advanced search with Name, State/Country, or Tax Identification Number for vendors to determine if the individual/vendor is currently on the excluded parties list. If the search brings back no results, a copy of the search results are printed and filed with the vendor records. The vendor is then added to the vendor database. If the EPLS search finds a match, the vendor information is either returned to the requesting department or the vendor, informing them that the University cannot do business with the vendor until such time as they are removed from the excluded parties list. 


For New International Vendors:


If a determination is made by a University Department that an international vendor will need to be added to the University’s Vendor Database, the following procedure will be followed:


       a.            Requesting department is responsible for e-mailing the Foreign Corporation Information form and the W-8BEN form ( available at to the prospective vendor. Once the department has received the completed form, it should be sent to the Office of Tax Compliance for review.

      b.            The Office of Tax Compliance will notify the requesting department of any additional IRS forms needed before the vendor can be added to the vendor database. 

       c.            Once all required documentation is received, The Office of Tax Compliance will send all necessary paperwork to the Vendor Maintenance Specialist who will follow the EPLS procedures described in section c. of the domestic vendor procedure prior to adding the vendor to the Vendor Database. 


Ongoing Vendor Verification Procedures


Monthly Vendor Validation


Once a month, updates to the excluded parties list are downloaded and compared to all of the university’s active vendors.  Any names that match are then searched in detail on the Excluded Parties List System.  If a USM vendor is found to match the EPLS, they are inactivated and no longer used.  If need arises for future use, they must first be cleared from the EPLS before being reinstated as active vendors.


The following websites are commonly used to find excluded individuals/entities:


The Director of Procurement and Contract Services is responsible for the review of this policy every four years (or whenever circumstances require immediate review). 







Related Information




Amendments: Month, Day, Year – summary of changes


03/22/11: Updated.

11/01/11: Formatted for Institutional Policies website.

02/20/13: Formatted for template. Minor editing throughout. 





Contact Us

Institutional Policies
505 International Center (IC)
118 College Dr. #5079
Hattiesburg, MS 39406

Hattiesburg Campus

Campus Map