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 verifies your company's information, validates your company's tax information for accurate reporting, ensures regulatory compliance by verifying that your company has not been sanctioned by any regulatory agency and identifies minority suppliers. Mayo Clinic works with Global Edge to authenticate vendors that provide a product or service to one of our campuses.

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).

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.

Sales representative registration and credentialing

Sales representative registration is required of all salespeople who physically conduct business on any Mayo Clinic campus. Registration provides Supply Chain Management with information about the Mayo Clinic department(s) with which you'll be conducting business and the type of work you do while on our properties.

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

Registration is done through Reptrax, a third-party vendor management system. To allow time for credential processing, representatives should create and update their Reptrax account at least five business days before coming on campus.

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 that the representative visits at Mayo Clinic and the membership options selected. Representatives who already have a Reptrax account should add the Mayo Clinic locations to their list of hospitals and complete the requirements.