TOPIC: Changes to Vendor Files
OFFICE: State Accounting Bureau / STATE: MT / DATE: 01/20/15
QUESTION / ISSUE:
The state of Montana would be interested in knowing what other states require for adding or changing an address in a vendor file. We are curious what the policy is – i.e., do they require a W-9 or some other legal document, or is an invoice acceptable?
State / Comments
Alabama / To add or change a headquarter we require a signed updated W-9. If adding additional remittance addresses, we only require the agency doing business with them to fill out a Vendor Add/Change Form (internal form).
Colorado / For changing or adding an address, Colorado prefers a form W-9, but will accept an invoice.
For other changes, such as name or TIN, Colorado required a form W-9
Delaware / Delaware requires a new W-9 be filled out and submitted online every time anything changes on a vendor record. That includes any banking information. I have included the link to the Delaware Substitute Form W-9:
When looking at our Delaware Substitute W-9 form, if you answer the question (Would you like to receive payments by direct deposit?), if you click yes, then the banking fields populate.
Florida / The Florida Department of Financial Services (DFS) manages the state of Florida’s Vendor File (SWVF) that is a component within the state’s accounting system. Agencies are not allowed to make updates to vendor records; this can only be done by DFS. Below is our policy for making updates to the SWVF.
For address changes agencies must provide documentation, for example:
  • Correspondence from the vendor
  • Invoice
  • Form W-9
  • A statement signed by the agency certifying that the information is true and accurate
For name changes a signed W-9 is required.
If you would like to review all of our policies related to the SWVF please see our SWVF Reference Guide at:
Hawaii / Hawaii's system requires vendor numbers to process payments. Additions and changes to the files require a request from the departments (completes a form) with a copy of a document from the vendor. The document can be an invoice (completed or blank) or a signed note/letter from the vendor. The information required on the document is the payee name and remittance address.
Once a year we purge vendor numbers from our files that have not been used for 3 years or more.
Indiana / We require the IRS W-9 form. Following is an excerpt from our AP department’s July 2014 newsletter regarding this.

Maryland / Maryland Vendor File changes are made in accordance with documentation from a vendor. The documentation can be:
·Invoice
·Signed letter from the vendor
·W-9
·Court order
·Banking information certified by a bank representative
The documentation may be to change a name, address, banking information, or taxing information.
Michigan / Michigan has 3 approaches to changes to the vendor file:
  1. Vendors can manage their own profile through a web-based password protected application. Vendors can update addresses, contact information and banking information.
  2. The vendor can submit paperwork to a central vendor support help desk. Address changes can be submitted on W-9s or on corporate letterhead. These requests can be submitted by mail, fax or email. We do have a form for address updates that the company can use but must include a letter (on letterhead) to ensure the request is appropriate. Banking information changes can also be requested and we provide a form for this update.
  3. Departments can request an additional mailing address in the vendor file to send payments from the central vendor support help desk.

Mississippi / We require a new W-9.
Missouri / Missouri requires our Vendor Input Form (which is a substitute W-9) completed and signed for any change to a vendor’s information. We do not accept an invoice as valid documentation for change of address or vendor file information.
North Carolina / In North Carolina, the Office of the State Controller maintains the centralized vendor file for the North Carolina Accounting System. If a vendor address needs to be changed, we require the state agency that is doing business with that vendor to submit a request along with an invoice or a W-9 that reflects the new address. We use this information to set up an additional location for that vendor using the new address. If we are notified that the existing location in the system is no longer valid we will inactivate the existing location, otherwise we leave it active and there are multiple remit-to locations for that vendor.
Oklahoma / For the state of Oklahoma, our standard procedure is to require a new vendor payee form to be completed and signed by the vendor. The form should verify the tax identification number matching the vendor name and indicate the type of address update being requested (i.e., change or add).
Typically, we will only use an invoice to assist the agency or vendor maintenance department in contacting the vendor to gather the information needed to verify the vendor’s information and update the vendor record properly. The verification of the tax identification number is needed for all vendor changes. It is very common for vendors to have similar or multiple names and tax identification numbers. The vendor should verify the address and which tax identification number it matches. We require the vendor to complete and sign the form with very little exception. If the vendor will only provide a W-9 once contacted, we would utilize email authorization, the W-9 and the invoice to update the vendor record.
Oregon / Response 1:
Oregon relies on an approved list of staff or agency contacts to notify central office of any changes in address, email, phone, etc. The change request form may be faxed or scanned as an email attachment but must be signed or sent from an approved staff member.
Note in the instructions:
W-9 forms are only needed with a change of organization type.
We feel the staff handling the payables piece has the best knowledge of the vendor. My assumption is that the change information is obtained by direct contact from the vendor or the vendor’s invoice.
If a change is made, a notation on the vendor profile lists what is changed and who the request was from (name, agency number and phone). We have had agencies dueling between the address they feel is correct and the address or contact person another agency feels is correct. With the notation any disagreement can be worked out.
Changes to direct deposit vendors are handled slightly differently. If the vendor changes address, phone, email at the agency level we will process it – if it is a request from an approved staff person. If the vendor contacts central office directly, we require notification from the authorized signer of the direct deposit.
If it is a request for a change in banking information, the agency staff will direct the vendor to the central office where a new direct deposit authorization is required.

Response 2:
Agency Managers determine the amount of security an employee has in regards to adding vendors or requesting changes to profiles. The security is set on our system by code for each employee. In addition we here at DAS have created a form. The form is called “Signature Authority for SFMA Vendor Requests.” On the form employees determined by their manager print and sign their name. The manager will provide the date, their agency name, agency number, phone number, then print and sign their name authorizing the list of employees. We request that they update any changes as they occur. We only accept the original “Signature Authority Form.” Faxes and emails are not accepted. We do not make our form public on our website. We do not want just anyone to be able to use it. Forms are sent on request from the manager of the agency.
Pennsylvania / Pennsylvania has two main types of vendor registrations: Procurement and Non-Procurement. The key for both types of vendors in the accounts payable system is the IRS recognized and validated tax identification number (TIN)--either an employer identification number (EIN) or a Social Security number (SSN).
Procurement Vendors
  1. Procurement vendors register through the PA Supplier Portal and set up an Administrative User who oversees the information through the portal. The PA Supplier Portal is set up to be a vendor-managed system. The information is user and password protected and only the Administrative User can update the information directly through the portal. The information that can be changed is the address, phone number, fax number, email address, additional users, ACH banking information (one account only), shipping addresses, delivery addresses, remit to address (one address only). Once the information is changed in the system, the Vendor Data Management Unit (VDMU) has the opportunity to view and validate the changes prior to the information being forwarded to the accounts payable system.
Non-Procurement Vendors
  1. Non-procurement vendors are grantees, utilities, claimants for various agency programs, lessors, etc. These vendors will not bid on any contract or open solicitation. There is an on-line, very basic, computerized registration system through a Microsoft Access database. The registrant must provide an IRS W-9 form in order for the registration to be validated and processed into the accounts payable system. Any changes/edits/or deletions are manually processed by a VDMU Management Technician.
  1. Name and or IRS business classification changes warrant a new IRS W-9 form.
  2. Address changes are processed by the vendor providing in writing the before address and the new address on their letterhead and/or via email with the name and title of the person making the request.
  3. ACH Banking is established, changed or stopped through the Pennsylvania Electronic Payment Program (PEPP) form accompanied by either a “voided” check and/or a letter from the banking institution validating the account holder’s name, bank routing number, bank account number and contact information. The PEPP form requires the typed/written name and signature of the person from the organization making the request along with his/her title and phone number/email address.The PEPP form also contains the name and phone number for a contact with the bank.
Validations/Verifications
  1. The VDMU utilizes different means to validate/verify information in vendor records including:
  1. Direct contact with the vendor via mail, email, phone, fax.
  2. Internet searches (various).
  3. IRS TIN/Name Match validation. To meet the requirements of due diligence, an IRS W-9 and a copy of the validated IRS TIN/Name Match is performed on all new registrations and maintained in the archived backup records.
  4. US Postal Services website.
  5. Bank Routing Number Internet validations.
  6. Previous payment activity.
  7. Pennsylvania Office of State corporation and charitable organizations’ registration information.
  8. Other states’ corporation registration information.

Rhode Island /
  1. If it is a remit address to be added as a secondary address, a copy of an invoice is sufficient
  2. If it is a change of a physical address, an updated W-9 is required.
  3. If it is an addition of a secondary physical address, either a W-9 or a letter from the entity is acceptable.

South Dakota / Typically we have them provide a new W-9 or substitute W-9, although we accept other forms of direct communication from the vendor such as a vendor-issued invoice with the address printed on it, or sometimes a vendor will issue a formal letter notifying us of an address/name/banking information change.
Virginia / Virginia recently began requiring W-9s. We’re in the process of gathering them for legacy vendors, but require one initially for new vendors.
Washington / Making Changes to Statewide Payee Records:
  • To set up a new statewide payee record, we require both a registration and W-9 form.
  • However, we do set up records as “W-9 only” records, with just a W-9 form… but prefer to have both the registration and W-9, if possible.
  • To make a name change to an existing record, we require a registration and W-9 and an IRS TIN match.
  • To make an address change to an existing record, we require a registration and W-9.
  • To add or change banking on an existing record, we require a registration that has the TIN on it… we don’t require another W-9 if we already have an existing W-9 on file and the address is not changing.
  • We can change the email on an existing record by doing one of three things:
-Send us an email from the existing email on record, telling us what they need it changed to.
-Send us a copy of one of their remittance advices, with the email they need us to change it to, written on that copy.
-Or, fill out a registration completely.
Wyoming / In order to change a vendor’s address, the state of Wyoming requires either a W-9, WOLFS (Wyoming OnlineFinancialSystem) 109a or WOLFS 109b form that is signed and dated within 365 days. Noother form of notification is accepted. The WOLFS 109a and 109b forms are clones of the W-9 IRS form.
The WOLFS 109a contains all of the information on a W-9 along with the vendor's banking information. This makes a one-stop shopping experience for the vendor, so they do not need to fill out two separate forms. The WOLFS 109b is for purposes of changing the vendor's file information (e.g., address, TIN, contact information, banking information, etc.).