Understanding New York State's

Vendor File

Suzanne Trzcinski and Karla Ravida

Overview

SFS/VMU Milestones

What is and Why have a Statewide Vendor File

Vendor Registration

Maintenance process / eSupplier

Unique Vendors

SFS/VMU MilestonesJanuary, 2011 - Vendor Go-LiveFebruary, 2011 - Vendor Management Web Page March, 2011 –

◦ Agency Vendor Registration Portal available

◦ Verification of Converted Data with Vendors

◦ NYS Vendor Self-Service

August, 2011 - Convert customers

October, 2011 - Statewide Financial System Go-Live - The Statewide Financial System will begin to use the NYS Vendor File in the processing of vendor transactions.

Benefits of a Vendor FileOptimize New York State’s business

relationship with its over 100,000 vendors

Provide vendors the ability to manage their own business record online to be used by all State agencies

Provide easy access to voucher payment/invoice status information

Provide direct access to status of contracts under OSC review

What is the Vendor File?One official/single location to store vendor

informationOne vendor, One vendor record, One

Vendor ID Even if there are multiple business names (such as DBA

“Doing Business As”)

Information belongs to Vendors and is maintained by them

Single point of contact (VMU)

Who is a NYS Vendor?A NYS vendor is any business entity,

individual, not-for-profit, municipality/local government, or school district that provides goods or services to, has an ongoing relationship with, or receives payment from NYS.

All Vendors must be registered to receive a payment from NYS.

Vendor Defined as an Unique Combination of Vendor Legal Name and Tax Identification Number (TIN)

Components of the Vendor File

•WhoVendor Number

•HowLocation •WhereAddress

•Authority to Make Changes

Contact

Conversion

Will the vendor master file be populated with all of the vendors on OGS contracts?

What are agencies supposed to do with the vendor IDs assigned to employees working for the State of NY when they do not believe they should have received it? (i.e. they are not a vendor-by definition?)

Vendor Add/Registration

Vendors are selected to do business with NYS by agencies

Portal Add

Interim Mass Vendor Add

Direct Add by VMURefer to Agency Vendor Manual on the OSC website.

Vendor Lookup/Review Vendor Page

Tax Identification Number (TIN)

Municipality Code

Portal Add Page

Vendor Name

1. Legal Business Name ONLY

2. Do not enter a Doing Business As (DBA) name

3. Do not use any punctuation except “&” and hyphens (-)

4. Never use prefix titles such as Dr, Mr, Ms etc.

5. Legal Business name exceeds 40 characters use Name 2

6. Refer to the Agency Vendor Manual for acceptable word abbreviations

Vendor Contact Information

1. Enter the vendors designated Primary Contact Please provide the contact information for the

executive at the organization. This individual should be a person who makes legal and financial decisions for your organization.

2. Enter the Primary Contact’s email address

Vendor Self Service Not a required Field – Family Health Care Providers

Federal Reporting Information

1. All Vendors are defaulted 1099 Reportable

2. All Vendors are defaulted to 07 – Non-Employee Compensation (Can be Edited)

3. Enter the nine-digit Social Security Number, Individual Taxpayer Identification Number (ITIN) or Employer Identification Number.

Address Information

1. Enter the Vendor’s Remit To address

2. A Lock box (PO BOX) is considered an acceptable Remit-to address.

3. Foreign Vendors cannot be added through this portal.

4. County is Not required

Requesting Agency

1. Requesting Agency = Business Unit

2. Enter the name of the individual from the Business Unit who is submitting the Vendor Add Request.

3. This is the email address which will receive the email notifying the Requesting Agency Contact once the vendor has passed the IRS TIN match verification.

Staging Table ID Assigned

2. The system assigns a Staging Table Vendor ID. This is not the NYS Vendor ID.

The Staging Table Vendor ID is used to track the vendor as they move through the validation steps of the vendor add process.

1. Save the Record and press Add to enter another Vendor

New Vendor Validation1. Vendor TIN/Name Validation with IRS

2. Vendor Notified of Vendor ID Number, Business Unit is Notified the Vendor has passed TIN matching

3. Federal Special Designated Nationals Listing

Approved Vendor1.DO NOT REPLY e-mail

2. The Tin Mismatch report

Registration Errors1. Vendor Exists on the Staging Table

TIN already exists on Staging Table.

2. Vendor Exists on the Vendor File TIN already exists on Vendor File.

3. Invalid TIN/Name Match Vendor name does not match IRS records for the TIN. (DBA or the use

of abbreviations) The TIN is incorrect for the entity. (typographical error) The TIN was never issued according to the IRS.

4. Valid Duplicate TIN Internal Revenue Service (IRS) has issued the same number as a

Federal Employer Identification Number (FEIN) and a Social Security Number (SSN).

5. Specially Designated National Failures Individuals and organizations with whom United States citizens and

permanent residents are prohibited from doing business.

Foreign Vendors1. The Vendor Management Unit (VMU) will add all foreign

vendors

2. Business Unit will initiate this process

• Collecting the appropriate IRS form TIN Required

o The vendor has no physical presence in the US, and is supplying goods or materials.

3. Complete the New York State Foreign Vendor Registration form

Refer to the Foreign Vendor Guidance on the OSC website.

Vendor Maintenance1. Self-Service - Upon being registered as a

vendor, the Vendor is invited to Self-Service Manage user access authority Manage their own record

• Addresses, Contacts Track payments and invoices

2. Manual Paper Process – Vendors who do not have an e-mail will maintain their information using the applicable forms.

Unique Vendors

Unique Vendors

Single Payment VendorsRevenue Refunds

o “KRA” or “CRA” batch types

Unique Business ReasonsoBusiness Units must Apply for a Single Pay

Vendor ID

Refer to Agency Manual and the Single Pay Vendor ID Guidance on the OSC website.

Unique Vendors

Debt Service VendorsRegular Vendors with a ‘DS’ in the Vendor

Number

Unique Vendors

Business Unit VendorsEmergency Vendor ID -0400000001

o Subject to daily audito The BU must also register the Vendor

in the Vendor File. Advance Accounts Interagency Billing

Refer to Agency Manual, the Single Pay Vendor ID and Interagency Vendor ID Guidance on the

OSC website.

Unique Vendors

Land ClaimsBusiness Unit Vendor ID and Location

Requests and Approval

Submit Contract to OSC

The Bureau of State Expenditures will process payment and if necessary set up alternate payee locations.

Refer to Agency Manual after the SFS Go Live.

Special SituationsNo TIN listed on the M131

Social Security Numbers Masked Payroll Vendors

All zero’s listed as the TINEntities who are not 1099 reportable

Foreign Vendor Municipalities Amish Native American/Indian Nation

Things to Remember1. Vendor Name –

If the Legal Business name exceeds 40 characters use Name 2

Enter the Legal Business nameDo not enter a Doing Business As (DBA) name. Do not use any punctuation except “&” and hyphens (-)Enter the initials with no spaces punctuation

2. Address– Enter the vendor’s Remit-to AddressStandard USPS street abbreviations

3. Apply for Single Payment Vendors

Questions????