Supplier Request & Change Form

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Prerequisites Needed before filling the form

Step by Step Guide

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Procurement Policy

Our commitment to operating our business responsibly underpins our entire strategy and the reputation of IHG and our brands. We are proud of our commitment to growing our business in a sustainable way that delivers long-term value, and we are passionate about using the significant reach of our hospitality industry to be a force for good

On submission of your request the supplier contact will need to register in our portal & complate IHG's Supplier Code of Conduct & Sustainability Questionnaire, this is mandatory and your request will not progress until it is completed by them.

You may be required to encourage your supplier to complete these.

Responsible Business Policies

Supplier Code of Conduct

The Procurement Hub

This application should only ever be completed by IHG employees, it should never be shared with suppliers or other external parties to complete.

Please select what you require*
This request is for a*

Corporate Supplier
Is this request relating to a Hotel or Corporate Supplier?*
Is this request for a One Time or Regular Supplier?*
What Region is this request for?*

EMEAAMERASIA
Is this Asia request for a supplier located in GC*

YesNo
Has this already been approved by the GC Procurement Category Team?*

YesNo
Unfortunately you will now need to close this request and liaise with the GC Category Team in the first instance where on approval you can submit a supplier request.
Please select a supplier type*
*Standard Supplier* A company used for normal course of business | *Employees* An employee set up as supplier for reimbursements | *F&B* Are suppliers of Food and Beverage | *Government/Tax Authorities* Are government authorities and may include tax department, revenue department etc. | *IHG Hotels supplying to IHG Corp including the refund cases for IHG Hotels* Are IHG hotels set up as suppliers | *IHG Managed/Franchised Hotel Owning Company* Are owners of IHG Brand hotels | *Legal Services (Passport non Ariba)* Are suppliers for legal services like advocacy etc. | *Liquor* Are suppliers for wine or liquor | *Non Profit* Are charitable organisations | *Real Estate Leasing Agreements with third parties such as landlords* Are landlords or real estate agencies | *Refund* Is a supplier refunded with corporate funds (ex. hotel guest) | *Utilities (Electricity, Gas ,Water and Telephone only)* Are utility companies
Is this a one time settlement with a plaintiff?*

YesNo

It looks like you are wanting a New, Standard & Regular Corporate Supplier for the AMER region.

On this basis and before you continue please ensure you have the following details to hand.

Email Approval from a Band 5 or Higher in your hierarchy

A W8 or W9 Form completed by the Supplier A W8 is required if the suppliers country is outside the US & a W9 is required if suppliers country is the US

Supplier Bank Details - Bank Name, Branch, Address, Account Number, Branch ID/BSB/Swift Code and proof of banking

You're Requesting a New Supplier
Name of Requester*

First NameLast Name
Requester Email*
firstname.lastname@ihg.com
Please Select your EC & EC+1 Function*
What is the Business reason for this request?*
Please provide a detailed description
What service will this supplier provide?*
Please provide a detailed description
Is this supplier going to handle personal data for individuals?*

YesNo
Commodity Code that describes the nature of the service*
What area of supply is this related to?*

F&BOS&EMRO&E (Maintenance, Repair, Operations & Energy)
Corporate GL Account*
Based on your Commodity Code selection the GL Account will be self populated, you may over type this with another valid numeric 6 digit code if required.
Will the annual forecasted spend be equal to or more than $100,000 US Dollars?*

Equal to or more than $100k USDLess than $100k USD
What is the forecasted annual Spend in US Dollars. If your spend is in a different currency, calculate the value in US Dollars, IHG’s reporting currency *
When selecting this supplier did you involve anyone from the Procurement team?*

YesNo
Name of Procurement contact engaged*
How was this supplier chosen?*

Word of mouthPast experience3 Bids & Buy/RFP/Sourcing Event
Attach any documents to support this new suppliers engagement

Browse Files
Please attach emails, contracts, MSAs, outstanding invoices, etc. Accepted file types: zip, pdf, doc, docx, xls, xlsx, csv, txt, rtf, html, jpg, jpeg, png, gif to a max of 100MB Cancelof
Please upload a copy of the email approval from Band 5 or above in your hierarchy, approving this new supplier request*

Browse Files
Accepted file types: pdf, jpg, jpeg, png, gif, msg Cancelof
For this Employee request, please submit approval from the line manager of the employee, minimum Band 6 or above*

Browse Files
Accepted file types: pdf, jpg, jpeg, png, gif, msg Cancelof

You're Requesting a New Supplier
Has this supplier already started the work?*

YesNo

____________________________________________________________________________________________

As per the Procurement Policy getting a supplier to start work without a PO, by sending them an email or confirming over the phone is not acceptable. Please note this before submitting any furture supplier requests.

____________________________________________________________________________________________

Legal Company Name of the Supplier*
Name must as a minimum be provided in English (including Greater China submissions) & entering N/A is not acceptable
Suppliers Contact Name*
N/A is not acceptable
Suppliers Contact Phone Type*

LandlineMobile
Suppliers Contact Landline Number*

Country CodeArea CodePhone Number
Suppliers Contact Mobile Number*

Country CodePhone Number
Suppliers Business Contact email Address*
Your contact for this supplier. This address will be used to request the supplier to complete the Supplier Code of Conduct & Sustainability Questionnaire, please ensure accuracy.
Should Purchase Orders be sent to the Suppliers Business Contact email Address above?*

YesNo
Please provide an alternate email address where Purchase orders should be sent to*
Please ensure accuracy
Suppliers Business Address*

Street Address

Street Address Line 2

CityState/County/Province

Zip/Postal CodeCountry
Is the supplier a Personal Service Company (“PSC”)?*
A supplier is a PSC if it is a limited company that supplies professional services to its end client (IHG), either directly or via an agency. It typically has only a few directors/employees including the person performing the service, i.e. a contingent worker providing his/her services via a their own limited company in which they own a shareholding of 5% or more.
Please confirm if this supplier falls under Micro/Small/Medium enterprise as an India supplier*

YesNo they are not MSMED
MSME Number*
Please attach the MSMED Form*

Browse Files

Cancelof
VAT/GST/TIN/ABN Registered ID*
Country where VAT/GST/TIN/ABN ID is registered*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Asia Business Unit where Invoice will be addressed to (by supplier)*
AMER Business Unit where Invoice will be addressed to (by supplier)*
EMEA Business Unit where Invoice will be addressed to (by supplier)*
What is the payment currency?*
What is the required Payment Mode?*

EFTCheck
A0006 Default Payment Mode?*

Check
What is the Handling Code?*

Payment Terms - Updated

Payment Terms are now set to N45 (45 days) for all new suppliers in all regions as default.

You can submit a new exception with a pay term and detailed justification for suppliers who need to be paid sooner than 45 days. PLEASE CHECK THE CONTRACT & REQUEST THE CORRECT TERM.

EMEA	N45	Payment 45 days from Invoice Date following receipt of a valid invoice
AMER	N45	Payment 45 days from Invoice Date following receipt of a valid invoice
ASIA	N45	Payment 45 days from Invoice Date following receipt of a valid invoice

	Agreed Exceptions - Please CLICK HERE to view regional pre agreed allowable exceptions, the same will be shown below when requesting an allowable exception. The Vendor team will validate your selection on set-up.
	New Exceptions - Your detailed justification for a new exception will require further approval from a Band 5 in Procurement where the request may be approved or declined.

*READ ONLY* Based on the region you selected the default Pay Term is
Default Pay Term
*READ ONLY* If this is an Employee set-up the default Pay Term is
Do you need to change the Default Pay Term?*

NoYes, I'm requesting an agreed allowable exceptionYes, I require a new exception
Regional Pay Term Exceptions
Please provide a Pay Term Code*
i.e. N30 - EON
Pay Term Change Justification*
Please provide detailed reasoning why this supplier cannot trade on IHG default terms of N45 (45 days) & why you require this exception / reason why this supplier requires paying sooner.
Validation of Supplier Bank Details to Mitigate the Risk of Fraud*

I confirm I have completed the call back procedure with the supplier contact confirming the banking details provided are valid
Name of the supplier contact with whom you verbally confirmed the banking details with*
Date of the verbal confirmation call*

DayMonthYear
Format: DD-MM-YYYY
Suppliers Bank Name*
Suppliers Bank Branch Name*
Suppliers Bank Address*
Address lines 1,2,3,4,city,county/state,Post Code/Zip
Suppliers Bank Country*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Suppliers Bank Account Number*
Account Holder Name in Half-width Katakana Script*
Suppliers Account type*

OrdinaryCurrentSavingOthers
CNAPS Bank Code*
Which ID will you provide?*

Tax IDCompany IDCitizen ID
Tax ID*
Company ID*
Citizen ID*
Suppliers Bank ID*
ABA routing number/ACH routing number/sort code
IBAN*
Suppliers Bank Branch ID (IFSC)*
Suppliers Bank BSB Code*
Suppliers Bank Swift Code*
C30J field applicable for Japan suppliers only
Suppliers Account holder name if different from supplier name
Please attach at least one of the four supporting bank details listed for this new supplier*

Browse Files
1. Banking details mentioned on invoice copy - 2. Cancelled copy of check - 3. Letter from supplier stating it's banking details on it's letterhead - 4. Letter from bank stating suppliers banking details. Accepted file types: pdf, jpg, jpeg, png, gif Cancelof
Please attach at least one of the three supporting bank details listed for this employee setup. *

Browse Files
1. Bank card copy - 2. Bank statement - 3. Void check copy *If these are not available please upload confirmation that you have requested the employee to email confirmation of their bank details to the applicable vendor team. Cancelof
Please provide the suppliers email address where Remittance advice should be sent*
example@example.com
Please attach the suppliers completed W8 form*

Browse Files
One file in PDF format Cancelof
Please attach the suppliers completed W9 form*

Browse Files
One file in PDF format Cancelof
Please provide the CLABE number*
Does the Supplier require/prefer Combined payment for each invoice or Separately?*

Combined PaymentSeparate Payment

You're Requesting a Supplier Deactivation
Requester Name*

First NameLast Name
Requester Email*
firstname.lastname@ihg.com
Please Select your EC & EC+1 Function*
What is the name of the supplier?*
The name as entered in PeopleSoft
What is the PeopleSoft Supplier ID/Number*
The supplier ID/Number in PeopleSoft of the the Supplier you want to Reactivate
Reason for Deactivation*
Please provide succinct reasoning why this supplier should be Deactivated

You're Requesting a Supplier Reactivation or Change
Requester Name*

First NameLast Name
Requester Email*
Please Select your EC & EC+1 Function*
Is this supplier going to handle personal data for individuals?*

YesNo
Country of suppliers business address?*

Street Address

Street Address Line 2

CityState/County/Province

Zip/Postal CodeCountry
What is the name of the supplier?*
Name must as a minimum be provided in English (including Greater China submissions) & entering N/A is not acceptable
What is the PeopleSoft Supplier ID/Number*
The supplier 10 digit ID/Number in PeopleSoft of the the Supplier
Asia Business Unit where Invoice will be addressed to (by supplier)*
Please select one or more changes that apply*

Supplier ReactivationSupplier Name ChangeBank Detail ChangeChange or New AddressPay Term ChangePay Type ChangeGL accountsRemittance email IDPO contact email IDContact NumberGST/TIN Details updatingHandling codeOther
Validation of Supplier Bank Details to Mitigate the Risk of Fraud*

I confirm I have completed the call back procedure with the supplier contact confirming the banking details provided are valid
Name of the supplier contact with whom you verbally confirmed the banking details with*
Date of the verbal confirmation call*

DayMonthYear
Format: DD-MM-YYYY
What is the suppliers Contact Name?*
What is the Supplier’s Business Contacts Email Address?*
example@example.com
Please confirm the Supplier’s Business Address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip CodeCountry
Is this reactivation / change relating to an employee?*

YesNo
Commodity that describes the nature of the suppliers service*
What area of supply is this related to?*

F&BOS&EMRO&E (Maintenance, Repair, Operations & Energy)
Please provide further detail or instructions as required to the changes required
Attach any other supporting documents as required below
Please provide further detail to the other changes required*
Attach any other supporting documents as required below
What is the New required Payment Mode?*

EFTCheck
What is the Handling Code?*
Please attach the Suppliers completed W8 form*

Browse Files
One file in PDF format Cancelof
Please attach the Suppliers completed W9 form*

Browse Files
One file in PDF format Cancelof
Please attach at least one of the four supporting bank details listed for this supplier*

Browse Files
1. Banking details mentioned on invoice copy - 2. Cancelled copy of check - 3. Letter from supplier stating it's banking details on it's letterhead - 4. Letter from bank stating suppliers banking details. Accepted file types: pdf, jpg, jpeg, png, gif Cancelof
Please attach details to support the supplier name or address change *

Browse Files
1. Copy letter from supplier. Accepted file types: pdf, jpg, jpeg, png, gif Cancelof

Payment Terms - Updated

Payment Terms are now set to N45 (45 days) for all new suppliers in all regions as default.

You can submit a new exception with a pay terms and detailed justification for suppliers who need to be paid sooner or later than 45 days. PLEASE CHECK THE CONTRACT & SELECT THE CORRECT TERM.

EMEA	N45	Payment 45 days from Invoice Date following receipt of a valid invoice
AMER	N45	Payment 45 days from Invoice Date following receipt of a valid invoice
ASIA	N45	Payment 45 days from Invoice Date following receipt of a valid invoice

	Agreed Exceptions - If selected a list of regional pre-agreed allowable exceptions will be shown. The Vendor team will validate your selection on set-up.
	New Exceptions - Your detailed justification for a new exception will require further approval from a Band 5 in Procurement where the request may be approved or declined.

*READ ONLY* Based on the region you selected the default Pay Term is
Default Pay Term
Do you need to change the Default Pay Term?*

NoYes, I'm requesting an agreed allowable exceptionYes, I require a new exception
Regional Pay Term Exceptions
Please provide a Pay Term Code*
i.e. N30 - EON
Pay Term Change Justification*
Please provide detailed reasoning why this supplier cannot trade on IHG default terms of N45 (45 days) & why you require this exception / reason why this supplier requires paying sooner.
Please upload a copy of the email approval from Band 5 or above in your hierarchy, approving this new supplier request*

Browse Files
Accepted file types: pdf,jpg, jpeg, png, gif, msg Cancelof
For this Employee Reactivation / Change request, please submit approval from the line manager of the employee, minimum Band 6 or above*

Browse Files

Cancelof
Suppliers Bank Name*
Suppliers Bank Branch Name*
Suppliers Bank Address*
Address lines 1,2,3,4,city,county/state,Post Code/Zip
Suppliers Bank Country*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Suppliers Bank Account Number*
Account Holder Name inHalf-width Katakana Script*
Suppliers Account type*

OrdinaryCurrentSavingOthers
Suppliers Bank ID*
ABA routing number/ACH routing number/sort code
IBAN*
Suppliers Bank Branch ID (IFSC)*
Suppliers Bank BSB Code*
Suppliers Bank Swift Code*
C30J field applicable for Japan suppliers only
Suppliers Account holder name if different from supplier name*
If required please attach any other supporting documents to support this request

Browse Files
Accepted file types: zip, pdf, doc, docx, xls, xlsx, csv, txt, rtf, html, jpg, jpeg, png, gif to a max of 100MB Cancelof

Thank you for providing the details for this request, please now click submit to finalise your submission.
Should be Empty:

Supplier Request & Change Form

Unfortunately you will now need to close this request and liaise with the GC Category Team in the first instance where on approval you can submit a supplier request.

You're Requesting a New Supplier

You're Requesting a New Supplier

You're Requesting a Supplier Deactivation

You're Requesting a Supplier Reactivation or Change

Thank you for providing the details for this request, please now click submit to finalise your submission.