Team Introductions

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

Vendor MaintenancePresentation OverviewToday’s Presentation Operations Update First - How to Check for an Existing Vendor Second - How To Enter a New Vendor Conclusion Wrap Up

Vendor MaintenanceOperations Update The Vendor Team implemented a weekly IRS TIN matchingverification for all new vendors entered the prior week. As aresult, W9’s will no longer be required for new vendorrequests. If the weekly TIN matching fails for any reason, the VendorTeam will request a W9 at that time. It is understood that each agency requires and stores W9’s forthe vendors they establish.

Vendor MaintenanceOperations Update Communications with the Vendor Team Move the communications from ARVENDOR to ManageEngineHelp Desk SecurityAudit trailReportingManagement of Agency Requests The Vendor Team is contacting each agency and will work one onone with you to get you migrated to the ManageEngine Help Desk Goal is to have all agencies using ManageEngine by June 30, 2014

Vendor MaintenanceCheck for an Existing VendorWHY should you check to see if there is already a vendor? To Prevent Duplicates Duplicates cause payment problemsDuplicates cause address issuesCan cause 1099 reporting errorsSystem efficiencyAlways check first before entering a vendor If you have a TIN (SS# or FEIN), or name, check to see ifthe vendor you are adding is already in SMART Here is the path in SMART: Vendors Vendor Information Add Update Review Vendors

Vendor MaintenanceCheck for an Existing Vendor Sign in to SMART Open Vendors

Vendor MaintenanceCheck for an Existing Vendor Select Vendor Information

Vendor MaintenanceCheck for an Existing Vendor Select Add/Update then Review Vendors

Vendor MaintenanceCheck for an Existing Vendor Search by Tax ID (TIN)This will be the SSN or FEIN (Federal Employer IdentificationNumber) Click ‘SEARCH’

Vendor MaintenanceCheck for an Existing Vendor If there are still no vendors found then you are SAFE toadd the vendor as NEW This message generally means it is safe to create a new vendor

Vendor MaintenanceEntering A New Vendor

Vendor MaintenanceEntering A New Vendor

Vendor MaintenanceEntering A New Vendor

Vendor MaintenanceEntering A New Vendor Vendor Name John Smith Vendor Shortname Smith,John

Vendor MaintenanceEntering A New Vendor Vendor Name 1 is the full legal IRS name A tax identification match is run, the system takes thisfield and matches it to what is in the 1099 for the tax id.If this does not match, the vendor has to be denied If the state knowingly pays a vendor under the wrongname or tax id, the state will get fined

Vendor MaintenanceEntering A New Vendor Vendor Name 2 field is optional and is usually the DBA ofthe business Eg: . John’s Motor Sport is doing business as John’s ATV.He reports his taxes under John’s Motor Sports but hislogo and invoice will say John’s ATV.

Vendor MaintenanceEntering A New Vendor The Vendor status can be affected only by the system orthe Vendor Maintenance Team The Classification is Supplier, even if the vendor is anemployee HCM means that there are payroll remittances. Payrollhas to authorize any changes to these vendors. Persistence field auto populates *Withholding determines whether a 1099 is generated*

Vendor MaintenanceEntering A New Vendor Address ID 1 MAIN This is the address where the 1099 is mailed

Vendor MaintenanceEntering A New Vendor Address 1 address your envelope! If you have a “Attn:’ or ‘C/O’ enter this information in the third line. Payment/Alt- this information overrides the Vendor Name 1

Vendor MaintenanceEntering A New Vendor Location Tab Area for payment information The first payment location is always ‘001’ The description should be ‘SYSTEM CHECK’

Vendor MaintenanceEntering A New Vendor 1099 information is for the IRS

Vendor MaintenanceEntering A New Vendor If the vendor is 1099 reportable, then they are withholding Both Main Information tabs should be completed If the vendor is not 1099 reportable then only second Main Information tab is completed1099ReportableNon1099Reportable

Vendor MaintenanceEntering A New Vendor Click on the magnifying glass icon to see options DefaultClass options

Vendor MaintenanceEntering A New Vendor Entity IRS Type 1099 Jurisdiction FED DefaultClass 07 is the best choice if you don’t know. Entity IRS Address auto TIN Type S for Single or Social Security Number F for Fed or FEIN (Federal Employer Identification Number)

Vendor MaintenanceEntering A New Vendor Adding an ACH is Location 002 The last four of the bank account number should be inthe description. The 1099 information is entered the same as a systemcheck

Vendor MaintenanceEntering A New Vendor Adding the banking information Click on Payables

Vendor MaintenanceEntering A New Vendor Click on Additional Payables Options

Vendor MaintenanceEntering A New Vendor You will only need to change the Payment Method inboth places and the rest will auto populate.

Vendor MaintenanceEntering A New Vendor Choose Vendor Bank Account Options

Vendor MaintenanceEntering A New Vendor Enter the banking information Descr ‘BANK ACCOUNT1234’ (where 1234 is the last four of the bank account number) Bank Name Bank ID Qualifier 001 Account Type Checking or Time Deposit Bank ID Transit Routing Number Bank Account Number actual bank accountnumberDFI Qualifier 01

Vendor MaintenanceEntering A New Vendor Go back to any tab and click ‘SAVE’ Vendor ID is generated

Vendor MaintenanceEntering A New Vendor After a vendor is created, the Status goes to Unapproved. All of the Unapproved vendors go through an addresscheck in FirstLogic over night. Every morning, the Vendor Maintenance Team pulls theUnapproved list and changes the Vendors approved ornotifies the agencies if there is anything that needsattention. If an agency needs to use a vendor for payment the day itis created, an urgent help desk ticket should be createdto get the vendor approved.

Vendor MaintenanceConclusionSummary W9’s only on Request ARVENDOR to be discontinued June 30, 2014 as agenciesmigrate to ManageEngine Help Desk ALWAYS check to see if the vendor exists before enteringit as new!Contact Information 785-368-8000 or https://dahelpdesk.ks.gov/

Move the communications from ARVENDOR to ManageEngine Help Desk Security Audit trail Reporting Management of Agency Requests The Vendor Team is contacting each agency and will work one on one with you to get you migrated to the ManageEngine Help Desk Goal is to have all agencies using ManageEngine by June 30, 2014

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