Welcome to Gilead Sciences Supplier home page. Suppliers play a significant role in our success. To that end, we expect our suppliers to follow the guidelines and requirements outlined on this webpage.
As a supplier, your business supports Gilead's mission & values. At Gilead, we commit ourselves to high standards of integrity in contributing to the best interests of patients, the medical profession, our employees and our communities.
Frequently Asked Questions for North America Suppliers:
Purchase Order Terms & Conditions for North America and International Suppliers:
Supplier Registration
- How do I register as a Gilead supplier (vendor)?
- What version of W9 must I provide?
- I'm representing a non-profit organization. Do I still have to complete a W9?
- How do I get set up as a supplier in your system?
- I've recently changed my name, address, or tax status; do I need to submit a new W9 form?
- Where do I submit my W9 form or inquiries?
- When do you send out 1099 MISC forms?
1. How do I register as a Gilead supplier (vendor)?
Please contact our Accounts Payable Department at (888) 879-8344 or email accounts.payable@gilead.com for more information. We will need information such as:
- What services your company provides
- A W-9 Tax form available upon request
Please keep in mind that the more information that is readily available, the quicker we will be able to assist your request.
IRS Forms
-
W9 Form (PDF)
US vendors (i.e. individuals, organizations, or companies) who operate in the United States or its territories.
-
W8 BEN Form (PDF)
Foreign vendors (i.e. individuals, organizations, or companies) subject to US tax on compensation they receive from a US company.
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Form 8233 (PDF)
Foreign individuals who receive compensation for services performed in the US and fall under a tax treaty exemption between the US and the individuals home country.
If the foreign independent contractor does not have a US taxpayer ID number and does not want taxes withheld, then they will need to submit form W7 to the IRS. A copy of the filed W7 must then accompany form 8233.
NOTE: A vendor must be setup in Gilead's SAP system in order for Gilead to issue payment. Gilead requires three business days from date of receipt of the completed forms to set up the vendor in the system.
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2. What version of W9 must I provide?
Please use the current W9 posted to the IRS Forms site.
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3. I'm representing a non-profit organization. Do I still have to complete a W9?
Yes, we will require a W9 form in order to confirm your tax status as a non-profit organization.
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4. How do I get set up as a supplier in your system?
To be set up as a supplier in the Gilead system you must first provide the appropriate IRS form:
- W9 - individuals, organization, or companies who operate in the United States.
- W8BEN - foreign individuals, foreign organizations, or foreign companies.
- 8233 - foreign individuals who receive compensation for services performed in the United States.
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5. I've recently changed my name, address, or tax status; do I need to submit a new W9 form?
- Name Change - Yes, you must complete a new W9 form with new company name.
- Address Change - No, you must provide correspondence requesting an address change and/or updated in the Gilead system.
- Tax Status Change - Yes, you must complete a new W9 form with new Tax ID or status.
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6. Where do I submit my W9 form or inquiries?
To submit W9 forms you may:
Attached a completed and signed W9 form with your first invoice
- Scan and Email to: accounts.payable@gilead.com
- Fax to: (650) 524-9103 (W9 form only)
- Mail to:
Gilead Sciences
333 Lakeside Drive
Foster City, CA 94404
[Attention: Accounts Payable]
For all invoice related inquiries please contact the support team at:
Email: accounts.payable@gilead.com
Phone: (888) 879-8344
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7. When do you send out 1099 MISC forms?
1099 forms will be sent out by January 31st of each year.
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Diversity
- How do I become registered or certified with the SBA?
- Does certification or registration guarantee additional work?
8. How do I become registered or certified with the SBA?
For more information about certification, please contact the Small Business Association (SBA).
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9. Does certification or registration guarantee additional work?
All purchases are made in a competitive marketplace. Completing the Gilead supplier registration form does not automatically place your company on a "bidder's list," constitute approval of your firm as a Gilead supplier, or obligate Gilead to solicit a request for a quotation or purchase goods and/or services from your company.
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Payment Status
- What are Gilead's Guidelines for Goods and Services?
- Where do I send my invoices for payment?
- Who can I talk to if I have questions about my invoice?
- What must I include on my invoice for payment?
- What payment methods are available other than a check?
- Why has my invoice not been paid?
- When will my invoice be paid?
10. What are Gilead's Guidelines for Goods and Services?
The following guidelines apply to all goods and services procured by Gilead:
- Gilead requires all suppliers to have an open purchase order with sufficient funds available before any work begins or goods are delivered.
- Gilead's purchase order terms and conditions apply to all goods and services procured by Gilead unless previously established by a pre-existing contract between Gilead and the supplier.
- When required by Gilead, a signed agreement/contract must be returned to Gilead before a PO will be issued and work can begin.
- Gilead only pays for materials and services specified on the purchase order. Gilead does not pay for goods shipped in excess of the specified quantity or for work that is not specified on the PO.
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11. Where do I send my invoices for payment? Mailing address for invoices (unless stated differently in your contract):
Gilead Sciences
333 Lakeside Drive
Foster City, CA 94404
[Attention: Accounts Payable]
Email address to submit invoices (if there are no inquiries):
accounts.payable@gilead.com
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12. Who can I talk to if I have questions about my invoice?
Invoice Disputes and Inquiries: please contact Gilead's Customer Support for all invoice and order inquiries at (888) 879-8344 or email questions to accounts.payable@gilead.com.
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13. What must I include on my invoice for payment?
Invoices must contain the following information to be considered eligible for payment:
- Vendor Name
- Vendor Invoice Number
- Vendor Invoice Date
- Gilead Legal Entity Name
- Payment terms
- Discounts
- Gilead PO number (if under a PO)
- Include Gilead business partner contact if no PO is supplied
- Remit address
- Detail summary for charges, and amount of charges
- Item/service description (must match the PO, if applicable)
- Quantity ordered (must match the PO, if applicable)
- Unit of measure (must match the PO, if applicable)
- Prices and total cost for each product/service (must match the PO, if applicable)
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14. What payment methods are available other than a check?
ACH: As part of Gilead's continuing efforts to improve efficiency, we offer our Automatic Clearing House (ACH) Payment Program. With ACH payments, invoices are paid electronically and no check will be created for your payment.
Benefits to setting up ACH include:
- Posting of deposits to your company bank account sooner. This will eliminate waiting to receive payment in the mail and manually depositing the check at the bank.
- Reducing multi-handling risks. Payment is made directly from our bank to yours, reducing the probability of human intervention error.
- Preventing lost or delayed checks. Payments are made electronically, without the possibility of a check getting lost in the mail.
- To participate, complete the ACH enrollment form and email it to accounts.payable@gilead.com
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15. Why has my invoice not been paid?
There are various reasons the submitted invoice is blocked for payment. They include:
- Gilead did not receive the invoice
- The invoice did not include all required elements for payment
- The invoice does not match the setup of the referenced PO
- The PO has insufficient funds for payment
- The invoice did not include a PO
- The invoice is pending approval per the Gilead business partner contact
- In each instance, the P2P Customer Support team can assist in the resolution of open invoices.
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16. When will my invoice be paid?
Invoices will be paid per the established agreement of net terms.
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Purchase Order Terms and Conditions
- What is the order of precedence with regard to contracts and Purchase Orders?
- What information does a Purchase Order contain?
- What are the terms and conditions for Purchase Orders?
17. What is the order of precedence with regard to contracts and Purchase Orders?
These Terms and Conditions shall apply to all goods and services procured by any Gilead Sciences company from Seller, except when such procurement is pursuant to an existing written contract between a Gilead Sciences company and the Seller, such as a Supply Agreement, Master Services Agreement, Product Purchase Order Terms and Conditions or the like. In such events, these Terms and Conditions shall only apply to the extent such they do not contradict specific terms and conditions agreed upon in such existing agreement.
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18. What information does a purchase order contain?
See the attached sample Purchase Order (PDF)
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19. What are the terms and conditions for Purchase Orders?
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Version 1.0 Effective 10/17/2011
