(SO) Updating Supplier Information

Suppliers have the responsibility to notify and inform the state of any requested changes (such as name, address, tax ID, payment status, etc.), using the Supplier Information Form. OSS has an obligation to process these change requests in a timely manner once notification is received and verified.

If information provided on the supplier form(s) is unclear and/or conflicting, use any additional backup documentation to assist with processing (e.g., phone calls, coversheets, emails, Secretary of State website, websites, etc.). Note the results on the Supplier Operations Tracker.
If the supplier name is conflicting on the forms, backup documentation, and/or OAKS FIN due to the adding or deleting of the letter "s" to make a word plural, singular, or possessive (e.g., enterprise / enterprises), use additional resources such as a phone call, Secretary of State website, supplier website, etc. to confirm the supplier name.

It is okay if Inc., Corp, LLC, Company/CO, LLP, etc., are missing from the forms and/or the system (OAKS FIN and/or MITS).

Professional titlesProfessional titles (prefix or suffix) should only be used when followed by Inc., Corp., or LLC. (e.g., "Dr. Mary Smith LLC" would be processed as "Dr. Mary Smith LLC," but "Dr. Mary Smith" would be processed as "Mary Smith").

Examples of professional titles = Dr., Sister / Sr., Pastor, PHD, MD, DDO, CPA, etc.

Supplier forms for City or County School Districts (i.e., "school district(s)," "school(s)," "city school(s)," "city school district(s)," "school board," "board of education," etc.) with varyingvarying name conventions are acceptable. It is also acceptable when there is an abbreviation (such as E.S.C.) for the "Educational Service Center."

Variations can be between the forms and/or with the supplier record in OAKS FIN.

Supplier forms with varyingvarying name conventions for County Fairs / Agricultural Societies (e.g., "Ashland County Fair" / "Ohio County & Independent Agricultural Society") are acceptable.

Variations can be between the forms and/or with the suppliers record in OAKS FIN.

In the event a supplier provides multiple pieces of documentation (SIF, W9, EFT) and the zip codes do not match each other on the forms and/or vary within the OAKS system, verify which zip code is accurate by using USPS and make the necessary updates.

Supplier Operations makes several different types of updates to supplier information.