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Vendor Classification Guide

This guide is provided to help determine the best classification type for vendors based on the services and/ or products the vendor is providing. It is important to assign the correct vendor type to prevent delays in vendors being approved.

Please note that the University requires that vendors with access to Villanova Data* (defined below) undergo a security review through UNIT prior to having access to Villanova Data and providing services and/ or products to the University.

*Villanova Data is defined as data or information collected, created, received, stored, accessed, processed, transmitted, hosted or otherwise managed for or on behalf of Villanova University, its employees, students, faculty, agents and representatives. Villanova Data includes, but is not limited to, non-public personal information, data governed by FERPA, HIPPA/ HITECH, or GDPR, and financial information (including payment card information).

Athletic Officials
This vendor type will only be used for vendors within the University's Athletics Department.

Athletic Officials include referees, timekeepers, scorekeepers, etc. for games.

Caterers
A Caterer is a person or company who provides food and/ or beverages to the University either on-campus or at off-campus events.

The Caterer is required to upload an insurance certificate evidencing the applicable insurance requirements and the signed applicable Insurance and Indemnification Statement into PaymentWorks as part of the registration process.

Construction Contractors
This vendor type will typically only be used for vendors within the University's Facilities' departments (with the exception of the Environmental Health & Safety Department who will typically use the Environmental Services Vendor type).

Construction Contractors include, but are not limited to, general contractors, plumbers, HVAC companies, painters, electricians, masons, roofers, carpenters, flooring companies, construction engineers, and architects.

The Construction Contractor is required to upload an insurance certificate evidencing the applicable insurance requirements and the completed and signed pages 13 and 14 of the Villanova University Contractor Safety Policy into PaymentWorks as part of the registration process.

Entertainers and Speakers
Entertainers include, but are not limited to, bands, DJs, musicians, balloon artists, caricaturists, comedians, face painters, hypnotists, magicians, dancers, and performers. 

Speakers are individuals who are speaking on-campus during classes or events either for academic or entertainment purposes. If the Speaker is being paid a nominal amount, is speaking due to his/ her scholarly and/ or professional standing, AND is supporting the University’s educational research or public service activities, the Speaker should be classified as Honorarium.

The Entertainer or Speaker is required to upload the completed and signed applicable agreement into PaymentWorks as part of the registration process. If required (based on the cost of services and the number of attendees), the Entertainer or Speaker may be required to upload an insurance certificate evidencing the applicable insurance requirements.

Environmental Services Vendors
This vendor type will typically only be used for vendors within the University's Environmental Health & Safety Department.

Environmental Services Vendors include, but are not limited to, remediation companies, pest control services, waste vendors (collection, removal, recycling, and disposal), restoration services, duct cleaners, and safety inspection vendors.

The Environmental Services Vendor is required to upload an insurance certificate evidencing the applicable insurance requirements into PaymentWorks as part of the registration process.

Event Venues
Event Venues are locations off campus where the University holds events. If the Event Venue will also be providing food and/ or beverages, the vendor should be classified as a Caterer.

Food Services Distributors
This vendor type will typically only be used for vendors within the University's Dining Services Department and The Inn.

Food Services Distributors deliver bulk food and/ or beverage to be used and/ or sold by the University's Dining Services Department and The Inn.

The Food Services Distributor is required to upload an insurance certificate evidencing the insurance requirements and the signed Statement of Responsibility for Food Service Distributors into PaymentWorks as part of the registration process.

Ground Transportation
Ground Transportation vendors include bus and motor coach companies and taxi,  limousine and airport shuttle companies.

Honorarium
This vendor type is for speakers being paid a nominal amount, speaking due to his/ her scholarly and/ or professional standing, AND supporting the University’s educational research or public service activities.

IT Systems and Applications
The IT Systems and Applications vendor is required to complete and upload the IT Systems and Application Purchases Questionnaire into PaymentWorks as part of the registration process. Once reviewed by the University's UNIT Department, the vendor may be contacted to provide additional information in order for the University to complete a security review.

The IT Systems and Applications vendor will be contacted directly during the registration process if an insurance certificate is required.  

Product Supply Vendors- Delivering Via Company or Employee Owned Vehicles
Product Supply Vendors- Delicering Via Company or Employee Owned Vehicles are solely providing products to the University (i.e. the vendor is not providing installation, assembly, or other services) and deliver using Company or Employee Owned vehicles.

The Product Supply Vendor is required to upload an insurance certificate evidencing the insurance requirements into PaymentWorks as part of the registration process.

Product Supply Vendors- Delivering Via Common Carrier (e.g. UPS, FedEx, etc.)
Product Supply Vendors- Delivering Via Common Carrier are solely providing products to the University (i.e. the vendor is not providing installation, assembly, or other services) and deliver using a third-party common carrier (e.g. UPS, FedEx, etc.).

Service Company- Providing Work Off Campus
Service Companies providing work off campus provide their services completely off-campus, and either their services do not involve a physical product or the physical product is shipped via a common carrier (e.g. FedEx, USPS, UPS, etc.).

Service Companies providing work off campus include, but are not limited to, travel agents, repair/ equipment service vendors, consultants, massage therapists, physical trainers, real estate services, and photographers/ videographers.

If University property will be transported or shipped to the Service Company, please contact the Insurance and Risk Management Department as there may be additional requirements. 

Photographers/ videographers providing work off campus are required to upload the applicable agreement into PaymentWorks as part of the registration process.

Service Company- Providing Work On Campus

Service Vendors providing work on campus (either part of or the entire time) include, but are not limited to, travel agents, repair/ equipment service vendors, consultants, massage therapists, physical trainers, real estate services, consultants, photographers/ videographers, and valet services.

The Service Company providing work on campus is required to upload an insurance certificate evidencing the applicable insurance requirements into PaymentWorks as part of the registration process. Photographers/ videographers providing work on campus are required to upload the applicable agreement into PaymentWorks as part of the registration process. Massage Therapists providing work on campus are required to upload the Massage Therapist Agreement into PaymentWorks as part of the registration process.