Vendor Maintenance & Financial Team Members

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

Specialist Douglas Quinn – Management Analyst

Vendor Maintenance & Financial Teams Presentation Overview

Today’s Presentation Vendor Processing Operations Update Forms Review

TM-21 DA-130 Revisit W-9 DA-6 & DA-7 Escheatment

Conclusion Wrap Up

Vendor MaintenanceOperations Update

New Vendors continue to be entered to SMART by the agency Agency obtains and stores W-9 and DA-130

Any changes to the vendor after the initial set up must be sent to the Vendor Maintenance Team via ManageEngine

These changes must be requested on the appropriate form TM-21 DA-130 W-9

If the weekly TIN matching fails for any reason, the Vendor Team will request a W9 from the agency at that time.

Each agency is required to obtain and store W9’s and if applicable, the DA-130, for the vendors they establish.

W-9Procedure Overview

Weekly TIN match report processed for newly entered vendors from the previous week.

For non matches, Shelly Flint will create Manage Engine Help Desk ticket on behalf of agency to request W-9.

Ticket will remain open for ten (10) days. **This will allow agency enough time to provide supporting documentation to the Vendor Maintenance Team**

If no response from agency within ten (10) days, Shelly Flint will process follow-up on status of documentation. Additional time may be required; however this will be on a case by case determination.

To attach supporting documentation to a closed ticket, contact Shelly Flint directly to open ticket. After ticket is opened, agency will be able to attach by following the instructions in the ticket.**Please do NOT attach supporting documentation to REPLY

CONVERSATION. There are instructions in the ticket on how to attach the documentation in the ticket.**

****INVALID NAME/TIN COMBO – NEED W9****

Agencies enter vendors into SMART with the information provided to them by the Vendor.

“I entered a vendor last Tuesday and it was approved, but now it has been shut down for invalid information. WHY? WHAT HAPPENED?”

If a vendor is placed in denied status, this means that there is conflicting information from what Vendor has entered on the W9 to what is on file with the IRS. Additional supporting documentation will be required. Agency will be advised accordingly.

Agency is to attach the W9 to the ticket created on their behalf.

The W-9

What is a W9? It is a document provided by the IRS to request a taxpayer’s identification number.

Where can I get this document? Two (2) places:

Dept of Admin website:http://www.admin.ks.gov/resources/document-center

IRS website: http://www.irs.gov/pub/irs-pdf/fw9.pdf

Documentation There are four (4) pages.

Vendor Maintenance only needs the first page. (The rest are instructions on how to complete the W9 form.)

Signed. Current dated – within past twelve (12) months.

If additional TIN match fails, a copy of vendor’s IRS letter will be needed to validate what the IRS site cannot.

When making requests for name changes, a W9 will be required for supporting documentation. A TM21 is not acceptable.

Things to remember

Review SMART before adding new vendor. Use the TIN on the W9 you received from vendor for review.Job Aid: “How to Check for an Existing Vendor”https://smartweb.ks.gov/training/accounts-payable/

vendors Manage Engine Help Desk Ticket Subject line

Needs to be set up as Vendor Number, Vendor Name **whatticket is about**

TM-21’s are not accepted for name changes. W9’s only. Sensitive information (banking information, TINs, etc.) are not to

be included in the body of the ticket. If you have attached a W9, this information will be sufficient. Agency will be contacted directly if clarification is needed.

Individual’s are 1099 reportable. (And yes, there are exceptions) INC, C-Corp, S-Corp are NON-1099 reportable.

TM-21 Who should use it?

All agencies that use SMART What is it for?

New address, address change, addition or change in 1099 information, addition or change in the payment/alt information

When do we use it? When there are changes to a vendor

in the address tab or the 1099 section

Where do we send it? Always send the form to the Vendor

Maintenance Team in a Manage Engine Service Desk ticket

Why do I use it? This form is the formal

documentation showing the change requested and who requested it

DA-130 Who should use it?

All agencies that use SMART. What is it for?

This form is to give the state permission to

deposit funds into a vendors account. It can also be use to revoke that permission.

When do I use it? When a vendor wants to add or change

banking information for the purpose of direct deposit.

Where should I send it? Always send it to the Vendor Maintenance

Team in a Manage Engine Service Desk Ticket.

Why do I use it? This form is the only one that has been

approved by the state to use to obtain and process banking information for non-employee vendors

DA-184 What is the difference between a

DA-130 and a DA-184? The DA-130 is for non-employee vendors in SMART that will receive a 1099 form at the beginning of the year.

The DA-184 is for employees of the state that will receive a W2 at the beginning of the year.

Do employees who receive Travel/Expense from SMART need to fill out a DA-130 ? In these cases, either form will work. If you already have a DA-184 from the employee, then send it to the Vendor Maintenance Team to have that information added to SMART.

Financial Desk

It’s All About The Forms……….. DA-6

DA-7

Financial Desk OUTDATED FORMS

No longer accepted

USE CORRECT FORMSDA-6, DA-6A, DA-6B, DA-6CDA-7ACH, DA7CH, DA-7TE

COMMON ERRORS Incorrect Forms Leaving Out Business Unit Travel & Expense

Asking Us To Update Account Information Return reissue to Agency

ESCHEATED CHECKS https://www.kansasstatetreasurer.com/prodweb/financial_services/

char_1.php

Escheatment Overview Agencies are reminded of the obligation to review outstanding checks and

request cancellations or reissues as deemed appropriate.

Check issue dates                                         Escheatment Process Date  July 1, 2010 – September 30, 2010              July 21,2014 - COMPLETED  October 1, 2010 – December 31, 2010       August 13, 2014 - COMPLETED January 1, 2011 – June 30, 2011                  August 21, 2014 - COMPLETED July 1, 2011 – June 30, 2012                         Sept 25, 2014 - COMPLETED

     July 1, 2012 – June 30, 2013                         Oct 22, 2014 - COMPLETED  July 1, 2013 – September 30, 2013              November 15, 2014              October 1, 2013 – October 31, 2013            December 15, 2014 * Monthly pattern thereafter will be to escheat on the 15th of the month or the

first business day after.

Job Aids to assist in identifying outstanding checks can be found on the SMART Web website – Accounts Payable > AP Reports page:

https://smartweb.ks.gov/training/accounts-payable/ap-reports

Vendor & Financial Information Locations

FORMS – TM-21, W-9, DA-6, DA-7 (DA-130 available upon request) http://www.admin.ks.gov/resources/document-center

VENDOR TRAINING https://smartweb.ks.gov/training/accounts-payable/vendors

JOB AIDS - DA6 & DA7 http://www.smartweb.ks.gov/training/accounts-payable/vouchers/vouchers---job-aids

SUBMITTING THE REQUESTS ManageEngine / Help Desk https://dahelpdesk.ks.gov/

Phone Number - 785-368-8000

Information Circular - TBD