01

The onboarding form should be completed within 48 hours. This is to ensure that we can process your invoice in a timely manner and not cause any further delays. Errors on the form submission will result in a rejection from the HSM Supplier Management Team.

Select the relevant guide for purchasing or contract only.

02

Doing Business As (DBA) name: Does your company go by another name? If so, that should be indicated on line 2 of your W8/W9. If you have a DBA name listed on line 2 of your W8/W9 please enter that name in the DBA field. If no name listed on line 2 please enter your company’s legal name in the DBA field.

Supplier Legal Name: Your company’s full legal name (Example: Site Test Supplier Inc. instead of site test supplier). This name should be the same name listed on line 1 of your company’s W8/W9. Please list name in line one into the Supplier Legal name field.

DUNS Number: Not a required field but if your company has a DUNS number Hilton would like for you to enter it here.

Indicate Tax Type: The drop down will give you two options Federal Taxpayer ID (US) or VAT/ International Tax ID. Please choose the correct Tax type for your company. If you chose Federal TAX ID please be sure to enter your Tax ID number without any spaces or dashes, the field is set for exactly 9 digits. If you choose VAT ID you will be prompted to answer a yes no question about whether or not your company is VAT registered. If yes, please enter your company’s VAT Code and also be sure you insert your country code in front of the VAT code (e.g GBxxxxxxxxx, IExxxxxxxxxx)

Organizational Type: Please enter your company’s organizational type from the options provided in the drop-down menu. If you are using your SSN for your federal tax ID number, please select Individual.

03

NACIS Code: If you know your company’s NACIS code, please enter it here.

Organizational Type: Please enter your company’s organizational type from the options provided in the drop-down menu.

04

Primary Contact: This individual will be the main point of contact at your company for any communication from HSM. We will need their name, email address, and phone number.

Accounts Department: This individual will the main point of contact for any accounting-related questions.

05

Please enter that address that is listed on your company’s W8/W9.

06

Tax Region: Please select where your company is registered.

Tax Classification: Please select the tax classification that aligns with your company’s classification. For US-registered suppliers, select the classification that aligns with box 3 of your W9. For international suppliers you will likely choose Foreign Company.

• Will you be doing business in the US?
  • All US-based suppliers should answer yes to this question. Upon answering yes, you will be prompted to upload a signed copy of your company’s W9.
  • International Suppliers: please answer yes or no depending on where the services you’re preforming are located. If you answer yes, you will be prompted to attach a signed copy of your compnay’s W8. If you answer no, you will not be prompted to attach your company’s W8.
• Will you provide Goods and/or Services to Puerto Rico?
  • If yes, you will be prompted another yes/no question asking if you have a tax-exempt certificate. If yes, please attach it.

07

Supplier Diversity: Please indicate whether your company is a diverse supplier or not. By selecting yes you will be prompted to add your diversity certificate and diversity category. If you are unsure, please select “No”

Supplier Risk Criteria: Please read each question carefully and select “yes” if any of the criteria applies to your company.

08

Purchases Order Email: The email address provided in this field will be receiving all the purchase orders issued to your company by Hilton. 

Note: This email is the email address that will receive the PDF version of the PO. All other user that are linked to Hilton’s account will get a notification that a PO has been issued.

Remit-To Email

Bank Form: The form is used to verify your company’s bank information. This form must be a pdf on with company letterhead, bank letterhead, or an invoice. The form should include Bank Name and Address, Account Number, and the applicable bank code type based on your bank’s location.

*Even though you have attached your banking information via the bank form. We still need you to populate that information on Hilton’s onboarding form in the section below.

09

Hilton requires accurate remit-to and banking information in order to transact with your organization. The remit-to address you provide during onboarding must match the remit-to address you use on your invoice submissions. If they do not match, it will cause a delay in the invoice approvals and result in a new form being sent over to you to update your remit-to address.

Hilton’s standard payment method for domestic suppliers is check payment. All international suppliers with international banks will be paid via wire transfer.

Add Remit-To

Click on "Add Remit-To". A pop-up will appear prompting you to “Create New Remit-To Address".

10

Remit-To Address

For US-based suppliers with a domestic bank: this address must be where you are expecting check payment mailed. As noted, earlier Hilton’s standard payment for domestic bank is check payment.

For international suppliers with an international bank: please make sure the address you use on the onboarding form is the same remit-to that will be used on the invoice submission.

11

Bank Account Information

Please enter your company’s bank information in this section. Please note that information in this section must match the banking information provided in the bank form attachment.

After adding your remit-to address you will need to click on “Add Remit-To” once more in order to add your banking details.

12

If there is further information that needs to be provided to Hilton, enter the additional information in the “comments” field.

Once everything has been reviewed, click on the blue “Submit for Approval button” which will get routed to HSM. Upon submission, you should receive a green bar across the top of the page. If there is an error, you will receive a red bar and highlighted field in red for the error.

In the case anything needs to be clarified or adjusted, HSM will contact you for clarification or send the form back with additional comments.