Previous steps - Adding a Regular Supplier

Creating a Supplier Record - Identifying Information tab

• Click here for Parent / "Doing Business As" (DBA) Suppliers.
• Click here for Disregarded Entities.

Identifying Information tab

1. Enter Supplier Short Name with the first 10 characters of the supplier name as listed on the "IRS Form W-9."

2. Enter the supplier's name in the Supplier Name field as listed on the "IRS Form W-9" or "IRS Form W-8" (40 character limit).

2. • Use the Additional Name, if used on the W-9.

1. • For sole proprietor businesses enter the name in the Supplier Name field and enter the Individual’s name in the Additional Name field.

3. Click Check for Duplicate to confirm that there are no suppliers matching the duplicate check criteria.
4. Confirm that Supplier Status is "Approved."

• If the user does not have proper security, the Status will be "Unapproved" and another member of the Supplier Operations team (with proper access) should be notified.

5. Confirm that Classification is "Supplier."

6. Confirm that Persistence is "Regular."

• If the supplier is a Government Entity, select "Permanent."

7. Expand the Additional ID Numbers section.

Additional ID Numbers section

8. Click the Look Up Type icon to select Type as "TIN - TIN/SSN".
   • Click herehere if the following is provided on the "IRS Form W-9": Business name, individual name, "Individual / sole proprietor" federal tax classification, and Social security numberSocial security number OR Employer Identification Number.
     • Select Type "SP - Sole Proprietor."
     • Leave ID Number  field blank in the "SP" line.
     • Click the Add a New Row icon.
     • Select Type "TIN - TIN/SSN" in the second line.

     If SSN is provided on the W-9, the individual name must be provided in addition to the business name.

   • • If "Limited liability company" is checked as the Federal Tax Classification and a Social security number is provided, the name of the individual must be provided on the form and they will be processed as a Sole Proprietor as noted above.

9. Enter the 9-digit supplier's TIN (Tax ID Number) as listed on the "IRS Form W-9" or "IRS Form W-8" in the ID Number field.
   • If both the Social Security Number and Employer Identification Number are provided on the "IRS Form W-9"; however, only one is listed on the "Supplier Information Form," enter the number that is listed on both forms.
10. Expand the Additional Reporting Elements section.

Additional Reporting Elements section

11. Select the applicable Type of Contractor from the dropdown based on the "IRS Form W-9."

    • Click herehere for guidelines.  

      Federal Tax Classification (W-9)	Type (OAKS)	ID Number (OAKS)	Type of Contractor (OAKS)
      Individual	TIN	Social Security or Employer Identification	Social Security or Tax Identification
      Sole Proprietor/ Single Member LLC	SP & TIN	Social SecuritySocial Security or Employer Identification If Social security number is provided, the individual name and company name must be provided on the W-9.	Social Security or Tax Identification
      C CORP / S CORP	TIN	Employer Identification	Corporation
      Partnership	TIN	Employer Identification	Tax Identification
      Trustee / Estate	TIN	Employer IdentificationEmployer Identification An estate should have an EIN if the payments are related to income earned by the deceased's possessions (e.g., rental income). An estate can use a SSN if it is for money owed directly to the deceased for wages or services they provided while alive.	Social Security or Tax Identification
      Limited Liability (LLC)Limited Liability (LLC) *C CORP = Corporation *S CORP = Corporation *Partnership = Tax Identification *If not specified = Tax Identification	TIN	Employer Identification	Tax Identification or Corporation
      Other - NonprofitNonprofit May be listed as "Public Charity," "501(3)(c)," etc.	TIN	Employer Identification	Corporation
      Other - Association	TIN	Employer Identification	Tax Identification
      Other - Government EntityGovernment Entity May indicate "Municipal Corporation."	TIN	Employer Identification	Government Entity
      Other - State Business Unit/Agency - No W-9 Required	TIN	00<Agency Acronym>0000 (If provided)	State Agency
      HCM screen shots - No W-9 RequiredHCM screen shots - No W-9 Required See employee set-up.	TIN	State Employee Identification	State Employee

Adding Attachments

12. All supporting documentation must be attached to the supplier's record on the Identifying Information tab.
    • Acceptable form formats include JPEG, PDF and TIF.

13. Click herehere for instructions on attaching supporting documentation to the supplier record.
    1. Click the Attachments link.
       • The Supplier Attachment page displays.

       

     

    1. Click Add Attachment.
    2. Copy the Document URL from the Supplier Operations Tracker.
    3. Click Browse.
    4. Paste the Document URL into the File nameFile name.

       

        

    5. Click OpenOpen.

       

        

    6. Click Upload.
       • The Supplier Attachment page displays.

    7. Update Description with <descriptive name of the document> (e.g., "VIF W9 EFT").

       • Repeat steps 2-8 for each document to be uploaded.

    8. Click OK.

       • The Identifying Information tab displays.
14. Click the Address tab.

Next steps - Creating a Supplier Record - Address tab