AOS Vendor File

1
AOS Vendor File

• Jessica Gillum
• Maegan Walker
• Brandon LaTour

2
Vendor File Ownership

• As of Monday, August 25, 2008, AOS became the
  official holder of the PS vendor file.
• Any changes, corrections, and/or additions to the
  vendor file must be submitted to AOS in writing.
• AOS would like to thank IDOA, Myra Wilson, and
  her staff for their support and assistance.

3
Vendor Guidelines W9s

• All W9s must be submitted with a matching Direct
  Deposit form, and must be signed.
• Vendor signed W9s are required to satisfy IRS
  reporting requirements. All vendors must comply.
• The forms must be complete, legible, and sent to
  AOS together.
• Please, send them to the AOS service center only.
• Emergency additions may be submitted via email or
  fax with prior approval.
• Employee W9 and DDs must be submitted after the
  employee receives their first state paycheck.
• If a vendor has a change of address, mark the W9
  change of address and reference the old
  address. In the event of an obvious typographical
  error, an email will suffice.
• If you are waiting on a Direct Deposit from a
  vendor, do not submit the W9 by itself marked
  SDO, please.

4
Vendor Guidelines - Direct Deposit

• Signed Direct Deposits must be sent with a
  matching W9.
• They must be complete and legible.
• Attaching a voided check to Section 2, instead of
  having the bank complete it, is acceptable.
  Section 1 must be signed by the vendor.

5
A Correct W9
6
A Correct DD
If you do not have a voided check to attach, the
vendor must have the bank fill out Section 2.
7
A Correct Change of Address
8
Additional Notes

• Check VINQ and PS before sending the W9 and DD
  forms to AOS to ensure that the vendor is not
  already available for payment.
• VINQ is still the official record until AOS goes
  live.
• Please run your SOIAP008 report and check the AOS
  FID column to assure the vendor is available for
  payment.
• (Note No Auditor of State Payment values are
  ineligible for payment.)

9
Differences between PS and VINQ

• Please e-mail screen shots of the problem to
  either Maegan or Jessica.
• Active addresses in PS will not receive new
  locations. For AP Voucher entry, please select a
  location and change the address to the remit
  address you need.
• Procurement vendors may need new locations,
  please put PROC LOC in the subject line of an
  email, provide the QPA number, vendor number, and
  reference which addresses should be marked for
  order and remit.

10
Requests for Location Changes

• Procurement Changes
• Subject PROC LOC
• PS Vendor ID123456
• Order/Invoice Adr 2
• Remit Adr 1
• QPA/Contract 10000

• Payables Locations
• Subject Payables LOC
• PS Vendor ID 123456
• Need Remit Adr 6
• This type of payment location change should be
  very infrequent.

• Also, remit addresses for PROC and payables must
  be an active and available address in VINQ.

11
Procurement Locations
12
Payables Location
13
Location Names

• AOS is still trying to define how locations are
  named now and how they will look after
  conversion.
• For now, we are going to leave locations numbered
  as 000001, 000002, etc.
• We will try to change location descriptions to
  make them more user friendly based on QPAs,
  contracts, and payables functions upon conversion
  when AOS goes live.

14
Standard Abbreviations

• We are implementing some standard abbreviations
  for vendors. This may help in the search
  process.

• Associates assoc
• Association assn
• International intl
• Department dept
• Division div
• Incorporated inc
• Corporation corp
• Manufacturing mfg
• National natl
• University univ
• Foundation fdtn
• Center ctr
• County road Co Rd
• Distribution dist
• Metropolitan School District MSD

15
Timelines

• We are trying to stay in the same time frame for
  entering W9s as the upload desk.
• Please allow 4-5 business days for W9s to be
  added, changed, and/or removed.

16
If you havent already, please sign in

• AOS is creating a mass distribution email list
  for anyone who selects vendors. We hope to be
  able to communicate with everyone regarding any
  major vendor file or procedure changes.
• Hopefully, this will make everyones lives
  easier.
• If you know of anyone who needs to be added to
  the distribution list, email Jessica or Maegan
  and we will add them to the list.

17
Contact Information

• Jessica Gillum, 317-232-3302,
• jgillum_at_auditor.in.gov
• Maegan Walker, 317-233-2674, mwalker_at_auditor.in.go
  v
• Brandon LaTour, 317-232-4736, blatour_at_auditor.in.g
  ov
• Mary Reilly, 317-233-5763,
• mreilly_at_auditor.in.gov
• Fax [phone]
• Service Center 200 W Washington St., Room 144,
  Indianapolis, IN 46204

18
Questions/ Comments???
Thank you for attending.