understanding new york state's vendor file
DESCRIPTION
What is and Why have a Statewide Vendor File Overview SFS/VMU Milestones What is and Why have a Statewide Vendor File Vendor Registration Maintenance process / eSupplier Unique Vendors In this information session we will discuss the changes being made to the New York State Financial Management system and how these changes will affect you - our vendors, provide an overview of the vendor registration process, preview the anticipated vendor self service module, and provide answers to some common questions.TRANSCRIPT
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Understanding New York State's
Vendor File
Suzanne Trzcinski and Karla Ravida
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Overview
SFS/VMU Milestones
What is and Why have a Statewide Vendor File
Vendor Registration
Maintenance process / eSupplier
Unique Vendors
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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.
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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
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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)
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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)
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Components of the Vendor File
•WhoVendor Number
•HowLocation •WhereAddress
•Authority to Make Changes
Contact
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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?)
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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.
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Vendor Lookup/Review Vendor Page
Tax Identification Number (TIN)
Municipality Code
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Portal Add Page
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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
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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
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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.
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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
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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.
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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
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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
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Approved Vendor1.DO NOT REPLY e-mail
2. The Tin Mismatch report
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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.
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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.
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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.
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Unique Vendors
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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.
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Unique Vendors
Debt Service VendorsRegular Vendors with a ‘DS’ in the Vendor
Number
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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.
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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.
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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
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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
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Questions????