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VendorProcessing

ClassInstruction

Booklet

Introduction

This booklet has been designed to help you understand Vendor Processing in the Advantage System. You will find information about:

- Creating a new vendor- Making changes to an existing vendor- Adding a new address for an existing vendor- “DO NOT USE” (DNU) vendor- ICC Requirements- Acceptable support documentation

Included are some of the most frequently asked questions and answers (FAQ’s), examples of the most commonly needed and used forms that are associated with vendor processing, and examples of what the Vendor Entry (VE) document screen should look like after completing your VE document.

There is also a page that shows where and what information is located on the specific vendor screens.

If you have any questions and/or comments to make on the material in this booklet or additional suggestions, please do not hesitate to send them to Dave at Financial Services, Mail Code 5812, fax them to 5-2625, e-mail [email protected] or David Pendley in Outlook.

We hope you will find this booklet helpful to make your job easier and less stressful.

Thank you.

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mailto:[email protected]

Table of Contents

Description Page

Support/Documentation Requirements 4

Entering an “Off Campus Individual” 5 - 6

Entering a “Business” 7 - 8

Entering “Staff, Student or Faculty Individual” 9 - 10

Entering a “Foreign Individual/Business” 11 - 12

Frequently Asked Vendor Processing Questions (FAQ’s) 13 - 17

Other Vendor Processing Tips 18

What Information is located on Specific Vendor Tables 19

Vendor Change Form 20

Independent Contractor Certification Form (ICC) 21

Disclosure of Substantial Interest Form (Conflict of Interest Form) 22

Support/Documentation Requirements

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To avoid delay in processing and/or return of your VE document/Vendor Change Form for necessary corrections, make sure you enter the information correctly and exactly as indicated in the following instructions. It is our goal to have all VE Document/Vendor Change Forms (received with acceptable support documentation) processed within 24 hours of receipt in Financial Services. Please check the Vendor Table (VEN2 by Vendor ID number or VNAS by Vendor Sort Name) for your vendor in question before calling. If your request has not been processed and you have not been contacted about a specific problem, within 24 hours of faxing your documentation please call the Vendor Processing Desk at 5-9579 or re-fax your documentation to 5-2625.

Only the items listed below are “ACCEPTABLE” support documents, as long as they contain a matching address with your VE document/Vendor Change Form:

A bill Invoice Statement Store receipt Order form Quote ICC forms (for address changes only) Participant letter Vendor letterhead Consultant contract/checklist Vendor Business card Contract Internet Site Student Award Letter E-Mail (sent from the Vendor) DPSO (Department Professional Services Order) Petty Cash Form

“UNACCEPTABLE” support documents are:

Copy of a pending RX or PV Hand written notes to pay an individual ICC forms (for new vendors) Any personnel forms Generic/blank receipt/invoice Departmental purchasing forms Departmental in house order forms Interdepartmental memo forms Internal departmental request forms PDLVPO Any type of campus generated e-mail notes or memos.

Before trying to use any other forms of documentation please call the Vendor Processing Desk at 5-9579 for approval.

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Adding a Vendor to the ADVANTAGE System“Complete a VE Document Entry”

Entering an “OFF CAMPUS INDIVIDUAL” Only1. Check the “VEND” or “VNA2” table before entering an Individual. This can be done by looking under the

Federal Tax ID#, Employer ID # (EIN) or Social Security #, if the ID# is already being used in the Advantage Vendor System you must use the first available suffix letter when completing your VE Document. The VNA2 table will list the root vendor number and all suffixes being used in sequential order.

2. On the Business Functions Documents window, click on the “Vendor Entry” button.

3. Click in Document ID field, type your 3 character Agency Code in the 1st box and repeat this Agency Code followed by the # sign in the 2nd box after Document ID. Make sure new is marked. Click OK.

This will take you to the Vendor Entry Screen, these fields must be filled in correctly and exactly as indicated.

a. Vendor: Type in Individual’s Federal Tax ID #, Employer ID # or Social Security #.b. Address Indicator: Type in the appropriate suffix if needed. Please avoid using the letters O and I, or the

numbers 0 and 1. Otherwise, leave blank. (Remember, individuals usually only have one address and may only need an address change not adding another address – use a vendor change form)

c. Vendor Name: Type in the Individual’s full name, including Sr, Jr, III, etc.d. Address Line 1: Type in the first line of the individual’s address. (Street or PO Box including Ste #)e. Address Line 2: Type in the second line of the individual’s address, if needed.f. City: Type the city for this individual’s location. Do not abbreviate.g. State: Type the two character abbreviation of the state where this individual is located.h. Zip Code: Type the zip code. Additional zip+4 codes may be added after the regular 5-digit zip code.

Example: 85287- 0401i. Country: Leave Blank! PUT NOTHING IN THIS FIELD!!! j. Vendor Phone: If available, type individual’s full phone #, including area code, using dashes . k. Vendor Fax: If available, type the individual’s full fax #, including area code, using dashes . l. Toll Free: If available, type the individual’s full toll free #, including area code, using dashes . m. Contact: If different from vendor name, type the name of the contact person at this individual’s location. n. Sort Name: Type the individual’s name according to how the individual should appear on the VNAS

(Vendor Sort Name Screen) and the VNA2 table. (Individual names are reversed: John Smith becomes Smith, John. Sr, Jr or III should be typed after the first name. (See #5 Page 14)

o. Comment: Type your first name, your five digit phone extension including the dash and the current 6 digit date, (example: Dave 5-9579 060302) “Nothing else!”

p. Individual: Click on this box, as this is an individual.

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After reviewing for typing errors:

q. Click on “Process-Edit”. Verify the message “Ready for Approval 1”. (If any other message appears, this document must be checked for errors).

r. Click on “Process-Approve”. Verify the message “Approval 1 Applied”.s. Verify the Status Code: “PEND4”. t. Print the VE Document. If this new vendor code is replacing an existing # write DNU (Do Not Use) with

old # so it can be blocked from further use. (See #3, Page 13)u. Close the VE Document. v. Fax a copy of the VE Document along with acceptable support documentation and ICC form, if needed, to

the Vendor Processing Desk for Level 4 approval to 5-2625. w. Immediately after the Level 4 approval has been applied and approved, the individual will be added to the

vendor tables. Allow 24 hours after receipt in Financial Services for the vendor to be added to the vendor tables. (If there is a problem with the vendor entry we will call, e-mail or fax you concerning the error.)

If your VE document is returned to you for correction do a “Process; Un-approve” correct all error(s) that are indicated, re-read above information if necessary. Once all corrections have been made re-fax all paperwork for the VE document with your acceptable support documentation & ICC form to the Vendor Processing Desk, at 5-2625.

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For entering a “BUSINESS” only

1. Check the “VEND” or “VNA2” table before entering new vendor. This can be done by looking under the Federal Tax ID#, Employer ID # (EIN) or Social Security #, if the ID# is already being used in the Advantage Vendor System Table you must use the first available suffix letter when completing your VE Document. Please avoid using the letters O and I, or the numbers 0 and 1. The VNA2 table will list the root vendor number and all suffixes being used in sequential order.


3. Click in Document ID, type Agency Code in 1st box after Document ID. Type your Agency Code and a # in the 2nd box after Document ID. Make sure new is marked. Click on OK. (See screen capture on page 5)

a. Vendor: Type in the Business’s Federal Tax ID #, Employer ID # (EIN) or Social Security #.x. Address Indicator: Type in the appropriate suffix if needed. Please avoid using the letters O and I, or the

numbers 0 and 1. (Remember, if this address is only replacing an old address – use a vendor change form.)

b. Vendor Name: Type in Business’s full name, including Co, Inc, Corp, etc.c. Address Line 1: Type in the first line of the business’s address. (Street or PO Box including Ste #)d. Address Line 2: Type in the second line of the business’s address, if needed.e. City: Type the city for this business’s location. Do not abbreviate.f. State: Type the abbreviation of the state where this business is locatedg. Zip Code: Type the zip code where this business is located. Additional zip+4 codes may be added after

the regular 5-digit zip code. Example: 85287- 0401h. Country: Leave Blank! PUT NOTHING IN THIS FIELD!!! i. Vendor Phone: If available, type business’s full phone #, including area code, using dashes. j. Vendor Fax: If available, type the business’s full fax #, including area code, using dashes. k. Toll Free: If available, type the business’s full toll free #, including area code, using dashes. l. Contact: If available, type the name of the contact person at this business location. m. Sort Name: Type the business’s name according to how the business should appear on the VNAS

(Vendor Sort Name Screen) and VNA2 table. (See #5 Page 14) n. Comment: Type your first name, your five digit phone extension, including the dash and the current 6

digit date (example: Dave 5-9579 060302) “Nothing else!” o. Individual: For a business, leave blank. p. Click on “Process-Edit”. Verify the message “Ready for Approval 1”. (If any other message appears,

this document must be checked for errors).q. Click on “Process-Approve”. Verify the message “Approval 1 Applied”.r. Verify the Status Code: “PEND4”. s. Print the VE Document. If this new vendor code is replacing an existing # write dnu (Do Not Use) with old

# so it can be blocked from further use. (See #3, Page 13)t. Close the VE Document. u. Fax a copy of VE Document along with acceptable support documentation and ICC, if needed, to the

Vendor Processing Desk for Level 4 approval to 5-2625. v. Immediately after the Level 4 approval has been applied and approved, the individual will be added to the


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If your VE document is returned to you for correction do a “Process; Un-approve”, correct all error(s) that are indicated and re-read above information if necessary. Once all corrections have been made re-fax all paperwork for the VE document with your acceptable support documentation & ICC form to the Vendor Processing Desk, at 5-2625.

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For entering “STAFF, STUDENT or FACULTY” only

1. Check the “VEND” or “VNA2” table before entering the Individual by ASU ID# (preferred # to use) or Social Security#, remember that there must always be an “A” in front of an ID# when the individual is “Staff, Student or Faculty”. If the ID# is already being used in the Advantage Vendor System Table with an “A” in front of it, you must do a change of address to the current record. (See how to change the name and address information #7 on page 13.) If it is on the system without an “A” you must add a new VE document as ID#’s cannot be changed, and continue with the instructions below. (Please note instruction line “t” below.)



a. Vendor: Type in the letter A and then the “Staff, Student or Faculty” ASU ID# (preferred number to use is the ASU ID# 993________) or Social Security number.

b. Address Indicator: Leave blank.c. Vendor Name: Type in “Staff, Student or Faculty’s” full name, including Sr, Jr or III, etc.d. Address Line 1: Type in the “Staff, Student or Faculty’s” department name. (Student’s have the

option of using department or home address [when using home address see instructions for Off-Campus Individual for address section only], Staff or Faculty must use Department Address only.)

e. Address Line 2: Type in the “Staff, Student or Faculty” department mail code (4 digits only).f. City: When using Department Address Leave Blank g. State: When using Department Address Leave Blank h. Zip Code: When using Department Address Leave Blanki. Country: Leave Blank! PUT NOTHING IN THIS FIELD!!! j. Vendor Phone: If available, type “Staff, Student or Faculty” full phone #, including area code, using

dashes . k. Vendor Fax: If available, type the “Staff, Student or Faculty” full fax #, including area code, using

dashes. l. Toll Free: If available, type the “Staff, Student or Faculty” full toll free #, including area code, using

dashes. m. Contact: If available, type the name of the contact person at this “Staff, Student or Faculty” location. n. Sort Name: Type the “Staff, Student or Faculty” name according to how the “Staff, Student or

Faculty” should appear on the VNAS (Vendor Sort Name Screen) and VNA2 table. (Individual names are reversed: John Smith becomes Smith, John) (See #5, Page 14)

o. Comment: Type your first name, your five digit phone extension , including the dash and the current 6 digit date (example: Dave 5-9579 060302) “Nothing else!”

p. Individual: Click on this box, because the “Staff, Student or Faculty” is an individual.

After reviewing for typing errors (if any) make corrections.

q. Click on “Process-Edit”. Verify the message “Ready for Approval 1”. (If any other message appears, this document must be checked for errors).

r. Click on “Process-Approve”. Verify the message “Approval 1 Applied”.s. Verify the Status Code: “PEND4”. t. Print the VE Document. If this new vendor code is replacing an existing # write dnu (Do Not Use) with old

# so it can be blocked from further use. (See #3, Page 13)u. Close the VE Document. v. Fax a copy of VE Document along with acceptable support documentation and ICC if needed to the

Vendor Processing Desk for Level 4 approval to 5-2625. w. Immediately after the Level 4 approval has been applied and approved, the individual will be added to the


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For entering a “FOREIGN INDIVIDUAL or BUSINESS” only

1. Check the “VNAS” table by their name before doing a VE Document.



a) Vendor: Type in the word “Foreign” followed by your initials in this field as the foreign ID# is assigned by Purchasing.

b) Address Indicator: Type in the appropriate suffix if needed if adding to an existing vendor. Otherwise, leave blank.

c) Vendor Name: Type in Vendor’s full name, including Co, Inc, Corp, etc.d) Address Line 1: Type in the first line of the foreign address. (Fit the best you can)e) Address Line 2: Type in the second line of the foreign address, if needed. (Fit the best you can)f) City: Type the country name and “zip” code for this foreign address location. Do not abbreviate.g) State: Do not use.h) Zip Code: Do not use.i) Country: Leave Blank! PUT NOTHING IN THIS FIELD!!! (This field is not activated in the system)j) Vendor Phone: If available, type vendor’s full phone #, including country code.k) Vendor Fax: If available, type the vendor’s full fax #, including country code.l) Toll Free: If available, type the vendor’s full toll free #, including country code.m) Contact: If available, type the name of the contact person at this foreign vendor location.n) Sort Name: Type the foreign vendor’s name according to how the vendor should appear on the VNAS

(Vendor Sort Name Screen) and VNA2 table. (Individual names are reversed: John Smith becomes Smith, John)

o) Comment: Type your first name, your five digit phone extension , including the dash and the current 6 digit date (example: Dave 5-9579 060302) “Nothing else!”

p) Individual: Click on this box if the vendor is an individual. Otherwise, leave blank.

After reviewing for typing errors:

q) Click on “Process-Edit”. Verify the message “Ready for Approval 1”. (If any other message appears, this document must be checked for errors)

r) Click on “Process-Approve”. Verify the message “Approval 1 Applied”.s) Verify the Status Code: “PEND4”t) Print the VE Document. If this new vendor code is replacing an existing # write DNU (Do Not Use) with the old

# so it can be blocked from further use. (See #3, Page 13)u) Close the VE Document.v) Fax a copy of VE Document along with acceptable support documentation and ICC if needed to the Vendor

Processing Desk for Level 4 approval to 5-2625.w) Immediately after the Level 4 approval has been applied and approved, the individual will be added to the


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How to find the Foreign Vendor after Financial Services has assigned a number in Vendor Processing:

1. Go to the Vendor Tables on the Business Functions Screen.2. Click on the VNAS (Vendor Sort Name Screen) table and type in the Vendor’s name.3. Once you find the Vendor’s name, put your cursor on the name and click on the VEN2 tab. (Be sure the

VEN2 tab is not “punched in” when you start this process.)

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Frequently Asked Vendor Processing Questions (FAQ’s)

1) Who must supply their Federal Tax ID# or Social Security #? (Vendor Code):

All vendors must supply their Federal Tax ID# or the owners Social Security ID# to the University in order for the University to do business with or make payments to them.

Foreign vendors may or may not have a US Federal Tax ID# or the owners Social Security #. If they do not, do a VE document using the word “FOREIGN_ _ _ “ followed by your initials as your “Vendor #”. Fax a screen print along with acceptable support documentation to Financial Services. When it has been approved for entry into the Vendor Table it will be assigned a 999XXXXXXX number. Once it has been added to the vendor table you can then look it up alphabetically by Sort Name in the VNAS table to get the number that has been assigned to this foreign vendor.

2) How long is a Vendor’s Federal Tax ID# or Social Security #? (Vendor Code):

All Federal Tax ID Numbers, Employer ID #s (EIN), Social Security Numbers and ASU ID #s (993______) are 9 digits long with no letters. AZ State Tax ID #s, which are not acceptable in the Advantage System as the Vendor Code, are 8 digits long with a letter at the end of it.

Do not use dashes. Letter(s), extra number(s) or a combination of these are assigned in the Advantage System to an ID #, whether it be a prefix (“A” for an campus related individual) or suffix (additional address for an existing vendor), is assigned by the department end user (per the VE document entry instructions).

3) What do you do when a Vendor informs you that they have a new Federal Tax ID#?

Do a new VE Document per instructions. Write “DNU” (Do Not Use) with the old ID # on the bottom half (blank area) of the print out page so I can block the old ID # from further use. Get a new ICC form completed if needed.

Non-campus related foreign individuals or businesses may or may not have a US ID #. If they do not, follow the instructions in question #2 on how to enter a foreign vendor.

Campus related individuals are required to supply their Social Security ID # or their ASU ID # (preferred over the use of SS #s and will be required in the future) if it is necessary to add them into the Advantage System. The letter “A” must be used in front of all campus related individuals. (Campus related individual is defined as any person that is Staff, Student or Faculty.)

Financial Services cannot change an ID # whether it be a business or individual once it has been added to the Advantage System. This includes adding and/or removing a suffix or prefix letter even on a campus/non campus related individuals. A new VE Document is required per instructions. Write “DNU” (Do Not Use) with the old ID # on the bottom half (blank area) of the printout page so the old ID # can be blocked from further use. All new VE Document entries must be accompanied by an acceptable support document, and, if necessary, the ICC form.

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4) How do I input the company and/or individuals names?

Input complete names:Business Names should include: Company, Corporation, Incorporation, etc.Individual Names should include: First, Middle, Last names along with Jr, Sr, II, etc. (No Nick Names)

Examples: Robert M Harding Jr Smith Pipe & Steel Co

5) Do I need to input a sort name?

All vendors must have sort names input, including businesses that are “dba’s”(“Doing Business As”). Make sure you input the name that you commonly refer to the vendor as or how the public generally would refer to the business.

The end user in the Advantage System must put in sort names completely and correctly. They are not automatic.

Businesses: Name: The Smith Co should be: Sort Name: Smith Co, The

Individuals: Name: Robert P Smith Jr should be: Sort Name: Smith, Robert P Jr

Name: Mary Johnson Smith should be: Sort Name: Smith, Mary Johnson

6) What is the proper way to input a vendor’s address?

Vendor addresses are set up for ease of handling by the US Postal System. The postal system reads the address from bottom to top, right to left, which means they read an address in the following order: zip code, state, city, street or PO Box, etc. The Postal Service needs to know the address where the mail is to be delivered, prior to knowing the location at the address once they get it there, especially if the address will not fit completely on Address Line 1. Example:

Smith Information Co Smith Information Co11867 East Vista Del Cerro Drive Should Be Input As: 11867 E Vista Del Cerro Dr, Ste 496Suite 496Scottsdale, AZ 85251-9765 Scottsdale, AZ 85251-9765

7) How do I know whether to do an address change or add an additional location?

a. Verify by calling the vendor to find out if this is an additional address or if vendor has moved.

b. If it’s an additional address - a new entry is required, do a VE document in Advantage with an address indicator (suffix).

c. If the vendor has moved - complete a Vendor Change Form for the existing record. Found on the Purchasing Web Site (www.asu.edu/purchasing) Click on “Forms”.)

In either case fax a copy of the VE doc or Change Form to Financial Services at 5-2625 along with acceptable support documentation. (You do not need support documentation for a campus related individual, identified by an “A” in front of their ID # to effect a change in their address, just fax the completed Change Form to Financial Services at 5-2625.) All change forms need to be completely filled out, no exceptions. Make sure you put your name as “Requester” your phone number and date. Changes cannot be processed without this information.

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http://www.asu.edu/purchasing

8) Can I use punctuation and/or titles?

Punctuation and/or titles in the body of the name and address are not suitable except for a comma to separate the street address from the suite number.

Example: 4101 N Central Ave, Ste 769

9) Do I need to put in Telephone Numbers and Area Codes?

It’s a good idea to include telephone numbers if you have them. All vendor telephone numbers must include area code, local, out of state, toll free and even campus telephone numbers. Please use dashes in the number: i.e., 480-965-9579.

Do not use alphabetical characters in place of numerical characters, such as with 800-SAY-VEND. Use the proper 800-729-8363.

10) Do ICC forms expire?

ICC forms do not expire. To determine if an ICC form has been received for a vendor, go to the VEN2 table and if it has been received and recorded it will appear in the Tax Country field looking similar to “US062002” (something other than US at the beginning of this number indicates a foreign vendor). ICC dates are not updated once an ICC has been entered into the system, so please do not send new or additional copies of the ICC form to Financial Services. Remember, the necessity of the ICC Form is generated by the object/subobject code used in your Ordering Document, make sure you are using the correct codes in your document. If you have a question about if an ICC is needed please call the Advantage Help Line at 5-2334 with your questions or refer to the list below:

ICC FORM REQUIREMENTS

If you are going to be using one of the following object/sub-object codes an ICC form, DPSO and Determination Checklist signed by HR will need to be completed by the Vendor and forwarded with your VE Document or faxed later to Financial Services at 5-2625 to be added to the Vendor’s record in the Vendor Table. The ICC form is a one-time only requirement of the Comptrollers Office and is required for services versus the purchase of goods.

7010-237310-00 thru 7310-127310-14 thru 7310-957310-97 thru 7310-997314-00 thru 7315-997340-00 thru 7340-997390-467700-567890-007890-02 thru 7890-99

11) When is a new ICC form needed?

A new ICC form is needed only if the vendor and/or individual have changed their ID #, in this case a new VE Document is also necessary.

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12) Vendor is on the table, but no ICC is on file, what do I do?

The vendor/individual will need to complete an ICC form. When you receive the ICC form back from the vendor (Do not have the Vendor fax the ICC directly to Financial Services) verify the ID # to the ID # we have on the Vendor table. If it is the same as what we have on the Vendor table and the ICC form is signed and dated fax the “ICC form only” to Financial Services so it can be added the Vendor’s record. Should the ID # be different, do a new VE document with the new ID #. (Refer to VE Document entry instructions)

13) How do I handle INTERVIEWEE EXPENSES AND REFUNDS?

Currently anyone that is being paid for any of the above reasons, it is not necessary to add them individually to the Vendor Table. Listed below are the miscellaneous vendors in the Advantage System that can be used. Process the payment by doing a PVQ.

INTV1 – Used for Interviewee expense reimbursement. REFUND – Used for refunds under $250.00.

14) What constitutes ACCEPTABLE SUPPORT DOCUMENTATION?

Listed below are valid and invalid support documents for adding or making changes to the Vendor Table:

ACCEPTABLE DOCUMENTS UNACCEPTABLE DOCUMENTS

BillBusiness cardConsultant checklistConsultant contractContractDept professional service order formICC forms (for address changes only)Internet siteInvoice LetterheadOrder FormStatementStore receiptStudent award letterParticipant letterPetty cash formQuote(Please circle vendor address on your backup documents)

Any personnel formsAny type of e-mail notes/memosCopy of pending RXDepartment in house order formsDepartmental purchasing formsGeneric/blank receipt/invoiceHand written notes to pay vendorInterdepartmental memo formsInternal departmental (request forms)PD LVPO(s)

Before trying to use any other form of documentation please call Financial Services at 5-9579 for approval.

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Please fax only “ONE” page of acceptable support documentation for each VE Document entry. All support documents must clearly show Vendor Name, Address and Telephone numbers if applicable. If the information is immersed in the page, please CIRCLE THE INFORMATION so that it is easy to locate and verify by Purchasing.

15) What do I do when I receive the message “Vendor on Hold”?

When you receive the message “Vendor on Hold”, this Vendor can no longer to be used to create new documents. (Payments will continue to be processed against it, however.) For information on what Vendor ID# to use in place of the original number, go to the VNA2 table, input the Vendor ID# you were trying to use, then browse. Under the “Sort Name” it will display “Do Not Use/Use xxxxxxxxx” this will be the vendor code you should use in place of the original number. You may wish to check the new Vendor ID# by looking it up in the “VEN2” table before entering it in your document for proper name and/or address. If all is OK, insert the new Vendor ID# (Vendor Code) in your document and process as normal.

16) Is there a way to save toner when printing out the VE document?

Yes. Printing in Advantage uses a lot of toner and when faxed becomes muddy and too dark to read. Refer to the Comptroller’s web page for instructions. (http://www.asu.edu/fs/, click on Advantage Help & Training, click on Advantage Printable Instructions Booklets, click on Printing Options)

17) Where do I get copies of commonly used forms?

On the Purchasing Website listed under “Forms” you will find:

Consultant/Independent Contract Form (ICC form)Vendor Change FormEmployee/Independent Contractor Determination ChecklistPlus many more Purchasing and Business Services Forms

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http://www.vpas.asu.edu/

Vendor Processing Tips

1. If you have done a VE Document and want to know if the new vendor code is available for use, look on the Vendor Table (VEN2 by Vendor ID number or VNAS by Vendor Sort Name) or check the Suspense table to see if your document has been accepted. Please do not call to ask if it has been received, many faxes are received on any given day. If more than 24 hours has passed since you faxed your vendor entry, please refax all paperwork. All faxes are processed as quickly as possible after being received. There is no need to both fax and send documentation through campus mail.

2. If you have questions regarding the VE Document itself, please call the Advantage Help Line at 5-2334.

3. Please do not fax more than 4 or 5 VE Document entries at one time with support page and if necessary an ICC form, approximately 15 pages. The reason being that it ties up the fax machine too long and other people are getting a busy signal and start calling thinking there is something wrong with the fax machine. Be considerate of others, if you have many new vendors to add, fax the paperwork often, rather than all of the paperwork at one time or send through campus mail.

4. ICC forms, when and if needed are driven by the object/subobject code you are using. Included in this instruction booklet (page 15) is a list as to when an ICC is needed, if you have any further questions and/or problems, please call the Advantage Help Line at 5-2334. If you receive a message regarding a “Non US Tax Country”, once again, please call the Advantage Help Line at 5-2334.

5. All campus addresses should be set up in the following format: Tax ID# on the Vendor Code line (preceded by an “A” to indicate the person is staff, student or faculty), Individual’s Name on the Vendor Name line, Department Name on the Address Line 1 and the “four digits only” of the Department Mail Code on Address Line 2. Note: Only students can use an on-campus or off-campus address, staff and faculty must use their campus address.

6. For ease of processing please insert the “A” in front of all staff, student or faculty Tax ID#’s when requesting a change to an existing record on the Vendor Table and on all on new VE documents.

7. In order to process your VE Document listed in the Suspense File, the VE Document ID# must be clearly readable. Please be sure it appears on all faxed copies of the VE Document screen print. Since the fax banner at times cuts off the top of the VE Document screen print, it’s a good idea to write the Document ID# (AGCY Code and last 3 digits of the document number) on the bottom of the screen print before faxing.

8. Foreign addresses must show the “COUNTRY” spelled out in the City field . Do not use the “Country” field, it does not work!

9. “VNAS” allows a vendor to be looked up by sort name. Before creating a document, verify it is not a “Do Not Use” vendor by looking up the Federal Tax ID# in the “VNA2” table.

10. Acceptable support documentation is required on all vendor related additions or changes (see Acceptable Support Documentation on page 16). (Exception: campus related individuals changing from one department to another, “in this type of situation only,” submit a completed change form only to the Vendor Processing desk, fax number 5-2625 or email David Pendley, [email protected].)

11. ICC forms are acceptable support documentation for “address changes only”.

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What Information is Located on Specific Vendor Screens in Advantage GUI As of September 7, 2000

VEN2 =Vendor Screen (1 of 2) by Vendor ID#

General Information Screen:

Vendor ID# and Suffix Indicator = Vendor’s Federal Tax ID# or Social Security #Vendor NameVendor AddressCity, State and Zip CodeContact IndividualA/R Contact = ICC InformationCustomer Account = AZ Tax ID#Vendor Telephone NumberComment = Last ASU person to request information change to vendor record.

Payment Information Screen:

Vendor ID# and Suffix Indicator = Vendor’s Federal Tax ID# or Social Security #

Payment Hold Indicator field shows: Process as Normal = All transactions allowed. Allows Processing = Payments only against pre-existing documents. Stop Processing = No transactions allowed.

VEN3 =Vendor Screen (2 of 2) by VendorID#

Tax Code = AZ County Tax Code (If App)REPT-1 = Vendor Size/Minority CodeREPT-2 = CI – If filled in, indicates that there is a Disclosure of Substantial Interest form on file (Conflict of Interest).REPT-3 = O - Order address for Buysense vendor.REPT-4 = P – Payment address for Buysense vendor.REPT-5 = DU – If filled in, indicates that this Vendor is blocked to have no further new transactions processed against it.

VEND = Vendor Index by Vendor ID#And Suffix Indicator Order

ALL Vendors listed under a specific FederalTax ID# in Suffix order regardless of the way the name is set up in the Vendor Table.

VTXT = Vendor Text by Vendor ID# andSuffix Indicator Order

Country = Not used at this time.Vendor ID# and Suffix Indicator = Vendor’s Federal Tax ID# or Social Security #Vendor NameVendor Telephone # and ExtensionVendor Fax # and ExtensionVendor Toll Free Telephone NumberVendor Sort NameEntry Date = Date entry made to Vendor Table

VNAS = Vendor Sort Name Inquiry

Vendor Sort Name = In Alphabetical OrderVendor ID# and Suffix Indicator = Vendor’s Federal Tax ID# or Social Security #Vendor Name

VNA2 = Vendor Sort Name by Vendor #

Vendor Federal Tax ID# or SocialSecurity # = In Numeric and Suffix Indicator Order.Vendor Sort Name (This is the only place where you will find information as to what Federal Tax ID# to use, if this vendor is blocked to have no further new transactions processed against it.) Vendor Name

Rev: 5/26/2023 19

VENDOR CHANGE FORMFOR ALL DEPARTMENTS

CHANGE: _ NAME

_ ADDRESS_ PHONE/FAX #’S_ ZIP CODES

_CONTACT PERSON_SORT NAME

VENDOR ID # + SUFFIX

VENDOR NAME (sort name req’d below)

ADDRESS LINE 1

ADDRESS LINE 2

CITY/STATE/ZIP + 4

COUNTRY

VENDOR PHONE EXT:

VENDOR FAX EXT:

TOLL FREE

CONTACT

SORT NAME

REQUESTERS NAME PHONE

DATE / /

EXPLANATION FOR REQUEST. STATE PREVIOUS ADDRESS IF THIS IS AN ADDRESS CHANGE.

Rev. 6/99

VENDOR CHANGE FORMFOR ALL DEPARTMENTS

CHANGE: _ NAME

_ ADDRESS_ PHONE/FAX #’S_ ZIP CODES

_CONTACT PERSON_SORT NAME

VENDOR ID # + SUFFIX

VENDOR NAME (sort name req’d below)

ADDRESS LINE 1

ADDRESS LINE 2

CITY/STATE/ZIP + 4

COUNTRY

VENDOR PHONE EXT:

VENDOR FAX EXT:

TOLL FREE

CONTACT

SORT NAME

REQUESTERS NAME PHONE

DATE / /

EXPLANATION FOR REQUEST. STATE PREVIOUS ADDRESS IF THIS IS AN ADDRESS CHANGE.

Rev. 6/99

Rev: 5/26/2023 20

ARIZONA STATE UNIVERSITY (ASU)INDEPENDENT CONTRACTOR CERTIFICATION FORM

(substitute W-9 form)

This certification form is completed by independent contractors to ASU and is used by ASU to determine the tax status of individuals/corporations/other business entities receiving payments for services, rentals, royalties, and/or copyright payments. ASU will not make payment until this form has been properly completed and received by ASU. Please return this completed form to the ASU department that sent you this request. ASU departments can determine if a vendor has previously filed a certification form by looking in the “TAX COUNTRY” field of the ADVANTAGE VEN2 table. For additional information refer to the Comptroller’s Office Policies and Procedures Manual, COM 421-01 and Purchasing and Business Services Policies and Procedures Manual, PUR 502-07.

Section 1: Identification.Name of Independent Contractor: __________________________________________________________________________

Permanent Address: ____________________________________________________________________________________

(street) (city, state) (zip+4) (country)

Social Security or Tax Identification Number: ______________________________________ (for nonresident aliens, if taxpayer identification number has been applied for but not received, indicate “TIN applied for” and date of application)

Phone: ( ) ______________________________ Fax: ( ) _________________________________

Section 2: Certification (CHECK ONE)Individuals: _____ U.S. citizen or permanent resident

_____ Nonresident alien performing services in the U.S. Country of residence: _________________________(The Alien Data Collection form must be completed and attached. If you are from a country that has a tax treaty with the U.S. you may be eligible to receive your payment with no taxes withheld by correctly completing IRS Form 8233. Contact the ASU Tax Compliance Liaison at (602) 965-8479 for more information. Otherwise all payments to nonresident aliens are subject to a withholding rate of 30% of total compensation.)

_____ Nonresident alien performing services outside of the U.S.

Corporations/Other Business Entities: _____ Domestic U.S. corporation or business entity.

_____ Exempt organization under IRC Section 501 or IRC Section 115.

_____ Foreign corporation or business entity exempt from tax withholding because income is effectively connected with the conduct of a trade or business in the U.S. You must also complete IRS Form 4224 and attach it to this certification.

_____ Foreign corporation or business entity not exempt from tax withholding. Country of incorporation or registration: ______________________________________________

_____ Foreign corporation, business entity or exempt organization being compensated for services performed outside of the U.S.

UNDER PENALTY OF PERJURY, I CERTIFY THAT (1) THE NUMBER ON THIS FORM IS MY CORRECT SOCIAL SECURITY OR TAX IDENTIFICATION NUMBER, (2) I AM NOT SUBJECT TO BACKUP WITHHOLDING TAXES, AND (3) I WILL FILE A NEW FORM IF THERE IS A CHANGE IN MY TAX STATUS OR TAX IDENTIFICATION NUMBER.

_______________________________________________________________ ________________________Independent Contractor’s Signature (Individuals) or DateAuthorized Representative (Corporations/Business Entity/Exempt Organization)

_______________________________________________________________Printed Name of Signer

Rev: 5/26/2023 21

STATE OF ARIZONAARIZONA UNIVERSITY SYSTEM

Disclosure of Substantial Interest

NAME OF EMPLOYEE: _________________________________________________________________

(TYPE OR PRINT)

SOCIAL SECURITY NUMBER: _________________________________________________________________

UNIVERSITY OR OTHERLOCATION OF EMPLOYMENT: _________________________________________________________________

DEPARTMENT OR UNIT: _________________________________________________________________

NAME OF BUSINESS: _________________________________________________________________

BUSINESS TAX ID#: __________________________________________________________________

FULL DESCRIPTION OF SUBSTANTIAL INTEREST:

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

TYPE OF BOARD OR UNIVERSITY ACTION OR DECISION WHICH MIGHT AFFECT THEDESCRIBED SUBSTANTIAL INTEREST: ________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

SIGNATURE OF EMPLOYEE______________________________________DATE_____________SEND TWO COPIES OF THIS FORM TO: OFFICE OF GENERAL COUNSEL

MAIL CODE: 2003Rev: 5/26/2023 22