Registering a New Freelance Photographer

When Janice books a new freelance photographer we have never worked with, the first step is to have the photographer sign our freelance agreement. Once this agreement is signed and returned to Janice, the photographer must be registered in Ariba.

*Before sending the signed agreement to Lisa to begin the Ariba registration process, make sure that the name and address of the photographer are correctly formatted on the first page of the agreement

With the signed agreement, Lisa can begin the Ariba registration process.

New Supplier Registration Process:

1. Gather/confirm all required information ahead of this process: supplier name, address, website, email address, phone number, assignment fee
2. Log in to Ariba Guided BUying
3. On the homepage, select the “Supplier Request Form” option (one of the three options marked “Custom Form” near the top of the page)
4. Fill in the required fields. Each form must have a title; in the case of a freelance photographer being registered, enter “Freelance Photographer (name of photographer)”
   1. Select “yes” next to “Have expenses for this supplier been budgeted and approved?” Enter financial approver’s name and email and date of budget approval (this is typically Andy, and the approval date would be the date the registration is being requested)
   2. Enter supplier name in the required field
   3. In the drop-down menu for “Commodity Code,” select “SERVICES – PHOTO VIDEO”
   4. Continue filling in the required information for each field (supplier website, supplier address, supplier contact name, supplier contact email, supplier phone number)
   5. Select the appropriate response for “Will this supplier be used more than once?”
   6. Under “Dollar value of Supplier Engagement or Purchase,” enter the anticipated payment amount for the supplier’s first assignment
   7. Under “Describe your need for a new supplier,” include a brief description of services to be rendered. If the supplier is not local, note this as well (something like “photography services required for shoots on location in X”)
   8. Under “Account Category to be used with Supplier (More than one can be selected),” select “Cost Center”
   9. Click on the “Upload File” link to upload supporting documentation. The supplier’s signed agreement must be included here. Other supporting documentation may include the assignment card/Trello card that includes the proposed rate, or email correspondence with the supplier discussing hourly rates, etc.
   10. You may include any additional comments as necessary. When finished, click “Submit”
5. Once the form is submitted, the registration process may take several days, depending on the responsiveness of the supplier to complete the forms that are sent to them by Sourcing. Keep an eye on email, and periodically check on the status of the registration in Ariba
6. When the supplier completes their requirements for registration, they will typically show up in the supplier database within 24 hours
7. Make sure you have an updated agreement that includes Steve Burgay’s signature – sometimes Sourcing will send this when registration is complete. If Sourcing does not, reach out to Takyu with the original agreement signed by the supplier, and she will reach out to Steve for his signature. This final signed agreement should then be kept for your records and included as an attachment on all POs requested for this supplier