Become a Vendor Partner
Interested in becoming a WeHOPE vendor? Let’s get started.
Take a minute to review the important guidelines and complete the form.
We are excited to welcome you as a potential vendor. To begin a rewarding and long-lasting vendor relationship with WeHOPE please see our company’s policies and procedures for timely payment of your invoices.
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Vendor Setup Requirements
To be setup as a new vendor please submit a completed:
• W-9
• Vendor Setup Form -
W-9 Form
Federal Income Tax Law requires us to have your Taxpayer Identification Number (TIN) on file. Under Federal Regulation 1.6401, you are required to provide us with this information on the attached W9 form. The IRS may impose a $50.00 penalty and all payments we make to your company could be subject to a 30% backup withholding if you fail to provide us with this information as outlined in IRS Section 6723. We will not have to file a 1099 MISC form if you are a Corporation, Tax‐Exempt Organization, Government Agency or other exempt payee. Please indicate on the attached W-‐9 form what kind of payee you are and sign where indicated.
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Vendor Setup Form
The vendor setup form will assist in accurately setting up your account while providing data points to better serve our partners and communities in future endeavors. This information is important for our records and will not be shared with any third parties unless authorized.
Invoice Payment Procedures:
WeHOPE has a paid payment procedure, meaning when an invoice is received we will remit payment to our vendors based on the terms of the agreement. Please follow the guidelines below:
WeHOPE will accept invoicing in a digital, Adobe pdf format. Please email your invoice(s) to: ap@wehope.org If you are sending your invoices via USPS, please use the address indicated below:
WeHOPE
Attn: Accounts Payable
PO Box 50624
Palo Alto, Ca 94303
At WeHOPE we take your privacy seriously and are committed to keeping your information confidential. We will not sell or distribute your information with any third parties.
If you have multiple invoices, each must be attached as separate files rather than combined together in one file. Upon receipt by WeHOPE, you will receive a reply acknowledging receipt of your email. If you do not receive an email back from us acknowledging receipt, then that means your email was not received by us. You must resubmit.
Invoices must include line item billing.
Invoices must reflect work completed as of the issue date of your invoice. No invoices will be paid for work that is not performed no for materials that are not in place on the jobsite as of the date of you invoice. Specifically, no invoices for future projected work or materials will be accepted.
Invoice adjustments must include written documentation from the approver of the original scope of work approving the changes.
Invoices must have a unique internal invoice number assigned by your Company. Duplicate invoices must retain the same invoice number.
Invoices must have the address that the scope of work was performed or material was delivered.
Invoices must contain supporting documentation for reimbursable expenses.
WeHOPE must receive invoices within 45 days of completion of the work.
Working Together.
All information as described above must be submitted before checks will be released. Otherwise, checks will be held until the proper paperwork is received.