Vendor Classification Guide

This guide is provided to help University departments determine the best classification type for a vendor 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.

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.

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 has its own 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.

Entertainers
Entertainers include, but are not limited to, bands, DJs, musicians (except for those within the Department of Theatre who would be classified as Theatre Independent Contractors), balloon artists, caricaturists, comedians, face painters, hypnotists, magicians, dancers, and performers. 

Please note that current Villanova University students that provide any of these services should be classified as Current Villanova Students- Entertainers.  

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

Environmental 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.

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 beverage to be used and/ or sold by our Dining Services Department and The Inn.

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

Independent Contractors- Individuals Only
This vendor type should only be used when:

  1. the vendor is an individual,
  2. the vendor does not fit into any of the other vendor types, AND
  3. the vendor meets the IRS requirements to be classified as an Independent Contractor (Independent Contractor Policy).

Service Vendors off Campus
Service Vendors 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 Vendors 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 Vendor off Campus, please contact the Insurance and Risk Management Department as there may be additional insurance requirements.  

Service Vendors on Campus
Service Vendors on Campus provide their services on-campus either part of or the entire time and 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.

Speakers
Speakers are individuals who are speaking on-campus during classes or events either for academic or entertainment purposes.  

Current Villanova Students- Entertainers
In order to be classified as a Current Villanova Student- Entertainer, the Entertainer needs to be currently enrolled in classes at Villanova and will be enrolled when providing services.

Supply Vendors Delivering Goods
Supply Vendors Delivering Goods are solely providing products to the University (i.e. the vendor is not providing installation, assembly, or other services).

It is important that the vendor indicate in PaymentWorks that the vendor personally makes deliveries or delivers via a common carrier (e.g. FedEx, USPS, UPS, etc.).

Theatre Independent Contractors
This vendor type will typically only be used for vendors within the University's Department of Theatre.

Theatre Independent Contractors include, but are not limited to, directors, musicians, set designers, costume designers, sound designers, stage/ prop carpenters, and master electricians.

Vendors with Access to Villanova Data
Villanova Data is any 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).

Any vendor with access to Villanova Data needs to be classified as a Vendor with Access to Villanova Data even if the vendor fits in another vendor type.

UNIT requires that vendors with access to Villanova Data undergo a security review prior to providing services and/ or products to the University.