Scenario #2: Vendor - Sole Proprietor

Professor Roy Hinkley, Principal Investigator of the Physics Department, would like to entertain his visiting collaborators from his physics experiment by taking them out on a boat ride for entertainment one night during a collaboration conference. He asks Mary Ann Summers, Coordinator for the Physics Department, to look into local boat cruises and make the arrangements. Mary Ann looks in the Yellow Pages and finds "Gilligan's Island Boat Tours". She contacts the company to make the arrangements and learns that the company is owned by a former actor, Bob Denver. He has decided to get out of the acting business and give chartered cruises as his acting career had recently taken a dive. Mary Ann learns that not only has he never done business with Yale before but that she is his very first customer. As a result, Mary Ann realizes that Gilligan's Island Boat Tours cannot possibly be in the data base but she queries just to be sure and doesn't find the company in the system. She proceeds to get the following information from Bob.

His mailing address for payment is:
24 Castaway Lane
Beverly Hills, CA 90210
(555) 555-5555 (phone)
(555) 555-6666 (fax)
www.gilligansisland.com

In her phone conversation, Mary Ann learns that Bob is the sole proprietor of his company and doesn't have any help except for an old friend of his that is the skipper of the boat. The skipper is retired and has agreed to sail Bob's boat, The Minnow, just for fun. Next, Mary Ann asks him for his TIN. He tells her it is 999-88-7777. She notices that this is a Social Security Number so next she asks him if his legal business name is "Gilligan's Island Boat Tours" or if he uses his own name with the Social Security Number for tax filing purposes with the IRS. He confirms that he does file his taxes under his own name and uses his Social Security Number because he has not yet acquired an Employee Identification Number. While Mary Ann is on the phone with Bob getting his company information, she also makes a reservation with him for 30 people for a boat tour. Bob does not accept a Yale Purchasing Card and does not require a purchase order. He will simply mail Mary Ann an invoice after the tour.

Mary Ann Summers' business manager who normally authorizes her Vendor Setup Requests is on vacation so she will have to obtain the authorizing signature from Prof. Hinkley. If necessary, Mary Ann can be reached at X2-4444 (phone) or X2-6666 (fax) and she screens all calls for Prof. Hinkley.