CLASSIFICATION STRUCTURE

 

VENDOR CODES

 

  1. General:

    The Comptroller General’s Office maintains a statewide vendor file in order to accumulate historical data on vendors and to report certain types of payments to the appropriate taxing authorities. Source documents are audited to maintain the integrity of the file. All vendor numbers are verified against the vendor file as vouchers are processed.

  2. Vendor File Maintenance:

    The source document for adding or changing information on the vendor file is IRS Form W-9, Request for Taxpayer Identification Number and Certification. In certain instances, a copy of the vendor’s social security card may be submitted in lieu of a W-9. The W-9 provides instructions to the vendor and also requires certification by the vendor as to the correctness of the information. A W-9 must be submitted to the Comptroller General’s Office to add a new vendor or to indicate a change in organization or ownership. The W-9 should be submitted prior to processing a voucher for payment.

    Numbers for international vendors are assigned by the Comptroller General’s Office. A written request indicating vendor name and address should be submitted as documentation.

    The primary record on the vendor file is the name/taxpayer identification number (TIN) combination as indicated by the vendor on line 1 of the W-9. Trade names are added as alternate records.

    Fields that are maintained on the vendor file are:
Vendor No. SSN, FEIN, or International No.
Vendor Check Digit S=SSN, V=FEIN, I=International
Name Code Name code required by IRS for tax reporting
Vendor Name Name on W-9 (line 1) – primary name
Alternate Name(s) Business or trade name(s) on W-9 (line 2)
Address Current address of vendor
Comments Exceptions or relevant vendor information
Vendor Type S=sole proprietor

P=partnership

C=corporation

O=government agencies, schools, churches, associations, etc.

W-9 Indicator W=W-9 on file

P=W-9 pending

Inactive Indicator Indicates vendor not in existence with name/ TIN/business status for vendor
Reference No. Current name/TIN/business status for vendor
  1. Coding:

    All input documents must contain the following data:

    1. The name of the vendor as it appears on the primary or alternate record on the vendor file. The payee’s name must also match the invoices submitted for payment.

    2. The taxpayer identification number (TIN) as indicated on the vendor file. An ‘inactive’ TIN may only be used for 90 days following the inactive date on the vendor file.

    3. A valid check digit corresponding to the vendor file.

    To: Classification Structure Index