1. Understanding New York State's Vendor File
Suzanne Trzcinski and Karla Ravida
Welcome to Understanding New York State's Vendor File. This information session has been created by the Bureau of State Expenditures in the New York State Office of the State Comptroller.

2. 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.

3. SFS/VMU Milestones January, 2011 - Vendor Go-Live
February, Vendor Management Web Page
March, 2011 –
Agency Vendor Registration Portal available
Verification of Converted Data with Vendors
NYS Vendor Self-Service
August, Convert customers
October, Statewide Financial System Go-Live - The Statewide Financial System will begin to use the NYS Vendor File in the processing of vendor transactions.
January, Vendor Go-Live - The NYS Vendor File is established. The Vendor File is the new single managed database of State vendors which will eliminate duplicate records, increase efficiency and improve reporting on NYS Vendor activities. Information for approximately 60,000 vendors was used to populate the file with data converted from historical payment, contract or electronic-payment records.
February, Vendor Management Web Page - Vendor Management page is available as part of the OSC's "Resources for Vendors Doing Business with New York State" page.
Winter, Verification of Converted Data with Vendors - The Vendor Management Unit within OSC will provide vendors with a record of information it used when establishing the record for that vendor within the NYS Vendor File.
Spring, NYS Vendor Self-Service - Vendors will be provided registration information to manage and access NYS Vendor Information through E-Supplier, the NYS Vendor Self-Service portal. Here, vendors will be able to maintain their address and contact information. After the Statewide Financial System Go-Live, vendors will be able to access information about their purchase orders, invoices and payments.
October, Statewide Financial System Go-Live - The Statewide Financial System will begin to use the NYS Vendor File in the processing of vendor transactions.

4. Benefits of a Vendor File
Optimize 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
The current central accounting system was developed prior to the use of the World Wide Web as a business tool. As a result, all contact with vendors providing goods and services to New York State was limited to the interaction between the vendors and employees of individual state agencies. Information was processed and stored centrally in Albany and processing was different for each agency.
The goals of SFS include optimizing the relationship between NYS and its vendors by centralizing the vendor management process. This allows vendors a mechanism to manage their own information, and provides a single point for online access to information concerning the status of their business relationship with all New York State agencies.

5. What is the Vendor File?
One official/single location to store vendor information
One 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)
The SFS Establishes a Statewide Vendor File Managed by OSC for More Efficient/Effective Vendor Relationships
One official vendor database (one state – one file)
One vendor with one vendor record and one vendor ID (even if multiple business names)
Single point-of-contact (OSC Vendor Management Unit)

6. 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)
Who is a Vendor in the Vendor File?
• Any Supplier of goods and services must be a vendor before NYS can
do any business with them
•A payee receives a payment. A payee may or may not need to be registered as a vendor dependent on the specifics of the payment. The Agency issuing the payment will make the determination necessary and will notify the payee.
• A NYS Employee is NOT a vendor when acting as an employee
• An employee is a Vendor when selected as a Supplier as allowed
by the Public Officers Law

7. Components of the Vendor File
Who
Vendor Number
How
Location
Where
Address
Authority to Make Changes
Contact

8. Vendor Add/Registration
Vendors are selected to do business with NYS by agencies
Portal Add
Interim Mass Vendor Add
Direct Add by VMU
Refer to Agency Vendor Manual on the OSC website.

9. Vendor Lookup/Review Vendor Page
Municipality Code
Look-up or M131 or agencies own portal.
Tax Identification Number (TIN)

10. Portal Add Page

11. Vendor Name Legal Business Name ONLY
Do not enter a Doing Business As (DBA) name
Do not use any punctuation except “&” and hyphens (-)
Never use prefix titles such as Dr, Mr, Ms etc.
Legal Business name exceeds 40 characters use Name 2
Refer to the Agency Vendor Manual for acceptable word abbreviations

12. Vendor Contact Information
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.
Enter the Primary Contact’s address
Vendor Self Service

13. Federal Reporting Information
All Vendors are defaulted 1099 Reportable
All Vendors are defaulted to 07 – Non-Employee Compensation (Can be Edited)
Enter the nine-digit Social Security Number, Individual Taxpayer Identification Number (ITIN) or Employer Identification Number.
Shortcut – enter TIN before all other information!

14. Address Information Enter the Vendor’s Remit To address
A Lock box (PO BOX) is considered an acceptable Remit-to address.
Foreign Vendors cannot be added through this portal.
County is Not required

15. Requesting Agency Requesting Agency = Business Unit
Enter the name of the individual from the Business Unit who is submitting the Vendor Add Request.
This is the address which will receive the notifying the Requesting Agency Contact once the vendor has passed the IRS TIN match verification.

16. Staging Table ID Assigned
Save the Record and press Add to enter another Vendor
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.

17. New Vendor Validation Vendor TIN/Name Validation with IRS
Vendor Notified of Vendor ID Number, Business Unit is Notified the Vendor has passed TIN matching
Federal Special Designated Nationals Listing
Once the information is entered in SFS a series of validations will be performed to ensure you are legally eligible to do business with New York State. Upon completion of that step you will receive an notification of the 10 digit vendor number assigned to your business. We anticipate you will receive notification within 48 hours of entry by the agency.

18. Approved Vendor
DO NOT REPLY
The Tin Mismatch report

19. Registration Errors Vendor Exists on the Staging Table
TIN already exists on Staging Table.
Vendor Exists on the Vendor File
TIN already exists on Vendor File.
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.
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).
Specially Designated National Failures
Individuals and organizations with whom United States citizens and permanent residents are prohibited from doing business.

20. Foreign Vendors
The Vendor Management Unit (VMU) will add all foreign vendors
Business Unit will initiate this process
Collecting the appropriate IRS form
TIN Required
The vendor has no physical presence in the US, and is supplying goods or materials.
Complete the New York State Foreign Vendor Registration form
Refer to the Foreign Vendor Guidance on the OSC website.

21. Vendor Maintenance
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
Manual Paper Process – Vendors who do not have an will maintain their information using the applicable forms.
After enrollment, the file will contain the necessary information agencies need to conduct business with vendors. Each Vendor will be invited to participate in self-servicing their own file record. Self service will be a quick and easy method for keeping your information up to date. It will also supply you, the vendor, with a means to track the status of your purchase orders, invoices, and payments 24 hours a day - 7 days a week. You can access the information you need, when you need it, from wherever you are without the need for a state employee to be available to supply it to you.
The Vendor Management Unit (VMU) in the Office of the State Comptroller’s Bureau of State Expenditures will be responsible for maintaining information for those vendors not enrolled in the self-service process.

22. Unique Vendors

23. Single Payment Vendors
Unique Vendors
Single Payment Vendors
Revenue Refunds
“KRA” or “CRA” batch types
Unique Business Reasons
Business Units must Apply for a Single Pay Vendor ID
Refer to Agency Manual and the Single Pay Vendor ID Guidance on the OSC website.

24. Unique Vendors Debt Service Vendors
Regular Vendors with a ‘DS’ in the Vendor Number

25. Unique Vendors Business Unit Vendors Emergency Vendor ID -0400000001
Subject to daily audit
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.

26. Unique Vendors Land Claims
Business 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.

27. Special Situations No TIN listed on the M131
Social Security Numbers Masked
Payroll Vendors
All zero’s listed as the TIN
Entities who are not 1099 reportable
Foreign Vendor
Municipalities
Amish
Native American/Indian Nation

28. Things to Remember Vendor Name –
If the Legal Business name exceeds 40 characters use Name 2
Enter the Legal Business name
Do not enter a Doing Business As (DBA) name.
Do not use any punctuation except “&” and hyphens (-)
Enter the initials with no spaces punctuation
Address–
Enter the vendor’s Remit-to Address
Standard USPS street abbreviations
Apply for Single Payment Vendors

29. Questions????