Supplier Information Form: Foreign Supplier

The Supplier Information Form can be used to establish or update a supplier record in OAKS FIN. Supplier Operations forms are available through the State of Ohio Suppliers website.

• A stamped name and address is acceptable.
• Supplier forms prior to July 2018 will not be accepted and will be returned to the supplier and/or agency.

Review Supplier Form

Verify the "Supplier Information Form" is complete.

• "Section 1 - Please Provide Supplier Information" must be completed.
• • The name must be listed in either the Legal Business Name or the Business Name line.
  • For a new Supplier, the supplier name(s) listed on the Supplier Information Form must match the information listed on the "IRS Form W-8."
  • For an existing Supplier, the name listed on the Supplier Information Form must match the information listed on the "IRS Form W-8."
• "Section 2 - Remit to Address" must include the complete address (with the exception of the "County" field) or include additional documentation specifying the addresses.
• • For a new entry, the address listed here and the address listed on the "IRS Form W-8" do not have to match; however, both must be entered on the Address tab.
  • • If one address is listed on the "IRS Form W-8" and the same address is listed on the Supplier Information Form (or vice versa), but with the addition of an apartment or suite #, contact the supplier for clarification. If the supplier is unable to be reached, include the apartment or suite # on the address of the supplier record.
  • Contact information is not required; however, if provided, add this email address to the Supplier Operations Tracker for the email notification process or use this information to notify the supplier when rejecting documents.
  • If contact information is provided, it will be linked to the address in this section of the form on the OAKS FIN Supplier record Contacts tab and Address tab.
  • • However, if different contact information is provided in Section 4 - Purchase Order Distribution, then information from Section 2 - Remit to Address is not added to the Address tab.
  • If no contact information is provided in this section, the information provided in Section 6 - New Supplier Portal Administrator is used for notification purposes.

• "Section 3 - Additional Addresses" is not required.

• • In the event more than two addresses are needed, additional documentation, such as a letter, must be attached.

• "Section 4 - Purchase Order Distribution" is not required; however, if provided, link it to the address listed in Section 2 - Remit To Address of this form on the OAKS FIN Supplier record Contacts tab and Address tab.

• • If the supplier does not supply an email or a fax, but circles their selection, the fax or email listed in Section 2 - Remit To Address is used.

• "Section 5 - Required Attachments"

• "Section 6 - New Supplier Portal Administrator"

• Administrator Name

• Title

• Phone Number

• Email

• Supplier Portal UID# (OH/ID)

• "Section 7 - State of Ohio Agency Contact" is not required; however, if the contact information is provided, it is used for notification purposes.

• "Comments" is not required; however, important information is often listed here and must be reviewed.