I.
PURPOSE:
To provide uniform Department of Human Services (DHS) procedures for
creating and changing master vendor files in the Arkansas Administrative
Statewide Information System (AASIS).
II.
PROCEDURES: ENTERING A NEW
VENDOR
A. BEFORE submitting a request
for a new vendor, requestor MUST:
1. Obtain a
signed Form W-9 from the vendor AND retain the Form
W-9 in a file for audit purposes;
2. Obtain a written statement from the vendor
regarding the following, as these are critical fields that must be completed
correctly in accordance with the vendor's written dictates and reflect
information that is not found on the Form W-9:
* Direct Deposit Information, if applicable
(Obtain a copy of the vendor's voided check or a copy of
the bank statement showing the vendor's name and bank account routing number
from the vendor's financial institution. Scan the voided check or bank
statement and attach the copy to the E-Form. If a scanner is not available, fax
to ATTN: Vendor Specialist at 501-324-9311 ).
* Telephone number
* Fax number
* E-mail address (if desired by the vendor that
such be entered)
* Minority Indicator information, and
* 1099 Reportable status
3. Verify that the following steps have been
completed:
* Checking the AASIS master vendor system to verify that there
is no file already in existence in AASIS for this vendor name and
address;
* Verifying that the name is not on the DHS Excluded Providers
list found at:
https://dhsshai-e.arkansas.gov/OFA/ExclProv/default.aspx
NOTE: To be granted access to view the DHS
Excluded Providers list, DHS staff person must have passed a Criminal
Background
Check and must have been granted access to the list by Vendor
Maintenance Specialist in Contract Support Section.
* Verifying that the name is not on the OSP Suspended/Debarred
Vendors list and State and Federal Excluded Parties List, found at:
http://www.dfa.arkansas.gov/offices/procurement/guidelines/Pages/default.aspx)
B. To enter a new
vendor, requestor must complete in full, based on written documentation from
the vendor, the electronic form entitled Vendor Maintenance Request - Form
OSPV100 found at:
http.y/www.dfa.arkansas.gov/offices/procurement/Documents/vendorMaintenance.pdf
1. Requestor shall check the box at the
bottom of the Vendor Maintenance Request - Form OSPV100 to indicate he or she
has a hardcopy of the vendor's Form W-9.
2. Requestor shall select "Email Form" option
at the bottom of the screen.
3. In
the "To ________-
- ______"
field, requestor shall enter DHS_VendorMaintenancelssues@Arkansas.gov for the
person responsible for processing vendor actions.
4. Requestor shall enter text into the e-mail
confirming that:
* The name and address are not already in AASIS;
* The vendor is /TOf listed on the DHS Excluded Providers
list;
* The vendor is not listed on the DFA/OSP
Suspended/Debarred Vendors list;
* The vendor is not listed on the
Federal Debarment Vendor List.
5. Requestor shall send the e-mail to the
address entered in #3 above.
C. CSS identified staff shall review the
e-mailed form, contact requestor if there are questions, and submit the form to
OSP upon staff member's approval.
III.
PROCEDURES: CHANGING OR DELETING A VENDOR'S
INFORMATION
A. BEFORE submitting a
change to a vendor's information in the master vendor file, requestor must
obtain written confirmation from the vendor relative to the change being
requested. Requestor must obtain a signed Form W-9 from the vendor if the
vendor's name, address, or tax identification number is being
changed.
B. To make a change to a
vendor's information, requestor must:
1.
Complete the following elements, at a minimum, on the electronic form entitled
"Vendor Maintenance Request - Form OSPV100" found at the DHS Share site cited
above.
* The existing vendor number, tax information, and vendor's
PREVIOUS address information,
* Agency contact information, and
* Any and all information that is being
CHANGED.
2. Check the box on
"Vendor Maintenance Request - Form OSPV100" to indicate requestor has a hard
copy of the vendor's Form W-9.
3.
Select "Email Form" option at the bottom of the screen.
4. In the "To
..'
_________
__" field, enter
DHS_VendorMaintenancelssues@Arkansas.qov for the person
responsible for processing vendor actions.
5. Enter into the e-mail the specific change
that is being requested;
6. If the
change pertains to banking, obtain a copy of the vendor's voided check or a
copy of the bank statement showing the vendor's name and bank account routing
number from the vendor's financial institution. Scan voided check or bank
statement and attach it to the E-Form. if a scanner is not available, fax to
ATTN: Vendor. Specialist at 501-324-9311
7. Send the e-mail to the address entered in
#4 above.
C. CSS
identified staff shall review the e-mailed form, contact requestor if there are
questions, and submit the form to OSP upon approval.
D. A vendor who registered him or herself in
the vendor master file must continue to make changes to his or her vendor file.
OSP will NOT process a request from DHS on a vendor who registered him or
herself. If DHS inputs the vendor's information to DFA, DHS shall continue to
make the changes to the file.
IV.
ORIGINATING
SECTION/DEPARTMENT CONTACT
Office of Finance and Administration Contract Support Section
General Services Unit P.O. Box 1437/Slot Number W304 Little Rock, AR 72203-1437
Telephone: 683-4818