Vendor Maintenance Team Introductions Vendor Maintenance Team Mitzi Cafer Rogers – Manager Shelly Flint – Accounting Specialist Elizabeth (Jo) Boswell – Administrative Specialist

Vendor Maintenance Presentation Overview Today’s Presentation Operations Update First - How to Check for an Existing Vendor Second - How To Enter a New Vendor Conclusion Wrap Up

Vendor Maintenance Operations Update The Vendor Team implemented a weekly IRS TIN matching verification for all new vendors entered the prior week. As a result, W9’s will no longer be required for new vendor requests. If the weekly TIN matching fails for any reason, the Vendor Team will request a W9 at that time. It is understood that each agency requires and stores W9’s for the vendors they establish.

Vendor Maintenance Operations Update Communications with the Vendor Team Move the communications from ARVENDOR to ManageEngine Help Desk Security Audit trail Reporting Management of Agency Requests The Vendor Team is contacting each agency and will work one on one with you to get you migrated to the ManageEngine Help Desk Goal is to have all agencies using ManageEngine by June 30, 2014

Vendor Maintenance Check for an Existing Vendor WHY should you check to see if there is already a vendor? To Prevent Duplicates Duplicates cause payment problems Duplicates cause address issues Can cause 1099 reporting errors System efficiency Always check first before entering a vendor If you have a TIN (SS# or FEIN), or name, check to see if the vendor you are adding is already in SMART Here is the path in SMART: Vendors>Vendor Information>Add Update>Review Vendors

Vendor Maintenance Check for an Existing Vendor Sign in to SMART Open Vendors

Vendor Maintenance Check for an Existing Vendor Select Vendor Information

Vendor Maintenance Check for an Existing Vendor Select Add/Update then Review Vendors

Vendor Maintenance Check for an Existing Vendor Search by Tax ID (TIN) This will be the SSN or FEIN (Federal Employer Identification Number) Click ‘SEARCH’

Vendor Maintenance Check for an Existing Vendor If there are still no vendors found then you are SAFE to add the vendor as NEW This message generally means it is safe to create a new vendor

Vendor Maintenance Entering A New Vendor

Vendor Name = John Smith Vendor Shortname = Smith,John

Vendor Maintenance Entering A New Vendor Vendor Name 1 is the full legal IRS name A tax identification match is run, the system takes this field and matches it to what is in the 1099 for the tax id. If this does not match, the vendor has to be denied If the state knowingly pays a vendor under the wrong name or tax id, the state will get fined

Vendor Maintenance Entering A New Vendor Vendor Name 2 field is optional and is usually the DBA of the business Eg:. John’s Motor Sport is doing business as John’s ATV. He reports his taxes under John’s Motor Sports but his logo and invoice will say John’s ATV.

Vendor Maintenance Entering A New Vendor The Vendor status can be affected only by the system or the Vendor Maintenance Team The Classification is Supplier, even if the vendor is an employee HCM means that there are payroll remittances. Payroll has to authorize any changes to these vendors. Persistence field auto populates *Withholding determines whether a 1099 is generated*

Vendor Maintenance Entering A New Vendor Address ID 1 = MAIN This is the address where the 1099 is mailed

Vendor Maintenance Entering A New Vendor Address 1 = address your envelope! If you have a “Attn:’ or ‘C/O’ enter this information in the third line. Payment/Alt- this information overrides the Vendor Name 1

Vendor Maintenance Entering A New Vendor Location Tab = Area for payment information The first payment location is always ‘001’ The description should be ‘SYSTEM CHECK’

Vendor Maintenance Entering A New Vendor 1099 information is for the IRS

Vendor Maintenance Entering A New Vendor If the vendor is 1099 reportable, then they are withholding Both Main Information tabs should be completed If the vendor is not 1099 reportable then only second Main Information tab is completed 1099 Reportable Non Reporta ble

Vendor Maintenance Entering A New Vendor Click on the magnifying glass icon to see options Default Class options

Vendor Maintenance Entering A New Vendor Entity = IRS Type=1099 Jurisdiction=FED Default Class=07 is the best choice if you don’t know. Entity=IRS Address= auto TIN Type = S for Single or Social Security Number F for Fed or FEIN (Federal Employer Identification Number)

Vendor Maintenance Entering A New Vendor Adding an ACH is Location 002 The last four of the bank account number should be in the description. The 1099 information is entered the same as a system check

Vendor Maintenance Entering A New Vendor Adding the banking information Click on Payables

Vendor Maintenance Entering A New Vendor Click on Additional Payables Options

Vendor Maintenance Entering A New Vendor You will only need to change the Payment Method in both places and the rest will auto populate.

Vendor Maintenance Entering A New Vendor Choose Vendor Bank Account Options

Vendor Maintenance Entering A New Vendor Enter the banking information Descr = ‘BANK ACCOUNT1234’ (where 1234 is the last four of the bank account number) Bank Name= Bank ID Qualifier = 001 Account Type = Checking or Time Deposit Bank ID = Transit Routing Number Bank Account Number = actual bank account number DFI Qualifier = 01

Vendor Maintenance Entering A New Vendor Go back to any tab and click ‘SAVE’ Vendor ID is generated

Vendor Maintenance Entering A New Vendor After a vendor is created, the Status goes to Unapproved. All of the Unapproved vendors go through an address check in FirstLogic over night. Every morning, the Vendor Maintenance Team pulls the Unapproved list and changes the Vendors approved or notifies the agencies if there is anything that needs attention. If an agency needs to use a vendor for payment the day it is created, an urgent help desk ticket should be created to get the vendor approved.

Vendor Maintenance Conclusion Summary W9’s only on Request ARVENDOR to be discontinued June 30, 2014 as agencies migrate to ManageEngine Help Desk ALWAYS check to see if the vendor exists before entering it as new! Contact Information or