Mayo Clinic Supplier Guidelines

Mayo Clinic expects suppliers and their representatives to uphold the same high standards of ethical behavior, integrity and professionalism that are required of Mayo employees.

As a reminder, completing the authentication and registration process does not guarantee your company the opportunity to conduct business with Mayo Clinic.

Vendor authentication

Mayo Clinic's new vendor authentication process collects your company's tax information, determines if your company has been sanctioned by any regulatory agencies and identifies minority suppliers. Mayo Clinic works with Global Edge to authenticate vendors.

Authentication is important because it:

• Allows your company to continue to sell to Mayo Clinic
• Ensures appropriate 1099 reporting
• Ensures appropriate tracking and use of minority suppliers
• Limits access to your competitors that do not comply with requirements

Existing vendors will receive an invitation email or letter containing the Global Edge Web address and a unique identification code, both of which are needed to begin the authentication process. If you do not have this letter or email, please email Mayo Clinic Supply Chain Management Vendor Support.

Once logged in to the Global Edge website, you will be asked to:

• Complete a company profile, which includes entering your Taxpayer Identification Number (TIN) or federal Employer Identification Number (EIN).
• Identify your company's principal party or owner.
• Upload documents, which vary depending on your business but may include Internal Revenue Service forms W-8 and W-9, your business license, and your minority-owned-business certificate.
• Pay an authentication fee by credit card. This fee varies based on your company's status (for-profit, nonprofit, local or national).

Company and representative registration

Registration is required for all companies whose representatives, such as salespeople, physically conduct business on any Mayo Clinic campus. This process provides Supply Chain Management with information about the Mayo Clinic department(s) with which you'll be conducting business and the level of access required.

If you do not anticipate ever having a physical presence on a Mayo campus, registration is not required. Review this decision matrix to determine whether your company representatives are required to register.

Registration is done through Reptrax, Mayo's vendor credentialing system. Create your account at least five business days before you are scheduled to come on campus.

Representatives who already have an account through Reptrax do not need to create a new account. Simply add the Mayo Clinic locations you serve to your list of hospitals and complete the requirements.

Representatives who have not yet registered with Reptrax need to complete the registration process by:

• Visiting the registration website.
• Completing the online registration form.
• Paying the registration fee (if required) by credit card. This fee varies based on the areas you visit at Mayo Clinic and the membership options you select.

Visiting Mayo Clinic

Mayo Clinic policy requires that all vendor representatives have a scheduled appointment with their Mayo contact before coming on campus. Contacting or visiting Mayo physicians or staff without an appointment, or coming on campus without registering, can result in your sales privileges being temporarily or permanently revoked. Be sure to allow adequate time to sign in at one of our kiosk locations before meeting your Mayo contact.