Vendors

1.0 Statutory Reference

CGS Section 3-112.

2.0 Vendor File

2.1 General Information

The Core-CT vendor file contains vendor names, addresses, entity type, and financial reporting information for the State vendors. The information is organized by the vendor's Federal Employer Identification Number (FEIN) or Social Security Number (SSN) in the field Short Name. Use of this field prevents the duplicate entry of vendors into the Core-CT system.

2.2 Vendor Forms

The Vendor form SP26NB should be completed by the vendor and submitted directly to the Office of the State Comptroller. If the vendor sends the completed form to the agency they are doing business with, the agency can review the form for completeness and submit the form to the Office of the State Comptroller Accounts Payable Division.

Vendors should also complete the W-9 form if they:

A. Change their Name or Taxpayer Identification Number (TIN).

B. Receive automated clearing house (ACH) payments.

C. Receive payments reportable to the IRS.

D. Are corporations that provide legal or medical services.

E. Are notified by the Office of the State Comptroller that the W-9 is needed to clarify information on the SP26NB form.

See forms SP26NB  http://www.das.state.ct.us/Purchase/Info/Vendor_Profile_Form_(SP-26NB).pdf

and W-9: http://www.irs.gov/pub/irs-pdf/fw9.pdf

The Department of Administrative Services website has a full explanation of the W-9 form and this can be printed to assist the vendor in completing it correctly.

For questions regarding the State Vendor File please contact: osc.apdvf@ct.gov

2.3 Vendor Updates

The Vendor Update Request Form is accessible through Core-CT. Only state employees with FIN roles are authorized to use the vendor update feature. The updates are completed on-line for inclusion in the central Core-CT Vendor File. The Vendor Update Request Form allows state employees to use a single form to request updates to four areas of the vendor file. The form has several standard fields that must be completed. Guidelines for form completion are available on the Core-CT website
http://www.core-ct.state.ct.us/financials/ap/pdf/onl_vndr_update.pdf

If you have any questions or problems with vendor updates, contact osc.apdvf@ct.gov.

2.4 ACH/EFT Electronic Payments

Vendors may elect to receive payments by check or the payment may be sent directly to their financial institution as an ACH (electronic funds transfer: EFT) payment. Vendors paid by check receive a remittance advice with the check. Vendors paid by ACH/EFT receive a remittance advice by e-mail or by accessing the state accounting system through Vendor Self-Serve (VSS).

Vendors requesting electronic payments must complete the Electronic Fund Transfer Election Form. The form must be completed by the vendor and submitted to the Office of the State Comptroller Accounts Payable Division (OSC/APD) with a completed Form W-9 (Request for Taxpayer Identification Number and Certification). Upon approval, OSC/APD will transmit a test transaction to the vendor's bank account. When all test data is completed, the vendor must confirm receipt of the test transaction by sending an e-mail to osc.apdvf@ct.gov to complete the process.

ACH/EFT payments are not subject to handling or mailing delays associated with checks. It is also more cost effective and the preferred payment method. Vendors should be encouraged to elect this payment type.

For ACH/EFT Forms: http://osc.ct.gov/vendor/index.html

2.5 Vendor Self-Serve (VSS)

Vendor Self-Serve (VSS) provides the vendor with access to Core-CT, the State of Connecticut's financial system. This feature allows access for the vendor to review addresses, invoices, and payment information. VSS is mandatory for all ACH vendors.

For complete information on VSS see: http://osc.ct.gov/vendor/index.html

3.0 Vendor Assignment/Assumption

An assignment/assumption is a contract where one party, the assignor, transfers all or part of their rights, duties and obligations to another party. The assignee is the party that agrees to assume the rights, duties and obligations of the assignor.

OSC/APD works with the contracting agency and the vendor(s) to obtain and approve the required documentation. Once all documents are approved, the contracting agency is notified that they can issue a supplement/amendment. Once the supplement/amendment is issued, the vendor file is modified per the requirements of the assignment. If necessary, the catalog is updated and a Core- CT Daily Mail is issued advising State agencies of the effective date and the change to the catalog.

Upon learning of an assignment or assumption situation, the agency should immediately contact osc.apdvf@ct.gov. See Encumbrance section 8.0 for a full explanation.