Changing State Employee Classification

When an individual changes to a state employee or a state employee changes to an individual and the individual is using their social security number, a new Supplier ID does not need to be created.

• If a state employee changes to an individual with an Employer Identification Number (EIN) follow the "Adding a Regular Supplier" section.

Review Supplier Forms

Verify the following documents have been received and are complete.

• If an individual is changing to a state employee:
• • State Employee Information Form (OBM-3458) (optional)
  • Personnel Action Form (ADM 4100) containing the National ID/Employee ID (SSN) OR the following three screen prints from OAKS HCM:
  • • Biographical Details tab
    • View Name link
    • Contact Information tab
  • Authorization Agreement for Direct Deposit of EFT Payments (OBM-43-10), if direct deposit is desired
• If a state employee is changing to an individual:
• • HCM Termination screen printsHCM Termination screen prints

    

     

  • Supplier Information Form (OBM-5657)
  • IRS Form W-9
  • Authorization Agreement for Direct Deposit of EFT Payments (OBM-43-10), if direct deposit is desired

Search for Supplier Record

• Refer to the search instructions in the Reviewing Supplier Information topic to locate the supplier record in OAKS FIN.

Updating the Supplier Record

To begin, click on the Identifying Information tab Identifying Information tab.

Identifying Information tab

1. Change the Classification to:
   • State Employee = "Employee" or
   • Individual ="Supplier"
2. Expand the Additional ID Numbers section.  
3. Update the ID Number field with:
   • State Employee = "E" followed by the employee's OAKS User ID (from the HCM paperwork) (e.g., "E10110001") or
   • Individual = Social Security Number
   • If a state employee changes to an individual with an Employer Identification Number (EIN) follow the "Adding a Regular Supplier" section.
4. Expand the Additional Reporting Elements section.
5. Select the applicable Type of Contractor from the dropdown:
   • State Employee = "State Employee" or
   • Individual = "Social Security Number"

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.

6. 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 name.
   5. Click Open.
   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.
7. Click the Address tab.

Address tab

• If the address needs to be updated, refer to the "Supplier Addresses" topic.

1. Click the Add a new row icon next to the Address ID field.
2. Update the Email ID field with the work e-mail address, if provided.

1. • Do not enter a home e-mail address.

3. Select Phone Information Type dropdown and select the applicable option.
4. The Prefix field should remain blank.

4. Update the Telephone field with the phone number provided (format 6145555555).

5. Click the Location tab.

Location tab

1. In the Details section, click the Add a new row icon next to the Effective Status field.
2. Click the Procurement link.
3. Click Additional Procurement Options to expand the section.
• If updating a State Employee:
1. Click the Payment Terms Options dropdown and select "Specify."
2. Click the Look Up Payment Term ID icon and select "00 Due Now."
• If updating an Individual:
  1. Click the Payment Terms Options dropdown and select Default from higher level.
4. Click OK.

5. The Location tab displays.

5. If the supplier is being changed to a state employee, click the 1099 link on the CHK Location.

1. Enter "IRS" (Internal Revenue Service) in the Entity field.
2. Enter "1" in the Address field.
3. Enter "S" (Social Security Number) in the TIN Type field.
4. Enter the employee's social security number in the Taxpayer Identification Number field.
5. Click OK.
• The Location tab displays.

6. Click the Comments collapsible region.

7. Enter Comment, "<Date> <Description of changes> <associate's initials>" at the top of the field (above any previous comments).

9. • Do not delete previous comments.

8. Click Save.
• The Preview Supplier Audit page displays an audit of the changes made to the suppliers account.

9. Click OK.

10. Click the Summary tab.

Next steps - Updating the Supplier Operations Tracker