Frequency and timing:
Daily, as needed
A Vendor requests to be added to the master vendor list by submitting a Vendor Registration Form and W-9 Request for Taxpayer Identification Number to Purchasing. Links to the forms are posted on the Purchasing website. A requester may identify a vendor they want to use that is not already in Banner and ask the vendor to submit the required forms.
Validate all new vendors (construction vendors for capital projects are validated by the state FAC/DECA).
Add new vendor records to Banner.
Perform Taxpayer Identification Number (TIN) Matching with the IRS
Log into e-Services | Internal Revenue Service (irs.gov)
Select Access TIN Matching
Select your organization
Accept Terms of Agreement
Begin Interactive TIN Session
Select TIN Type: SSN, EIN, or Unknown
Enter SSN or EIN
Enter Last Name or Business Name
Add – you can match multiple vendors in one session
Submit
Interactive results to validate matching should be 0, 6, 7, or 8. If not, contact vendor for corrected information.
0 = TIN and Name combination matches IRS records.
1 = TIN was missing or TIN not 9-digit numeric.
2 = TIN entered is not currently issued.
3 = TIN and Name combination does not match IRS records.
4 = Invalid TIN Matching request.
5 = Duplicate TIN Matching request.
6 = TIN and Name combination matches IRS SSN records.
7 = TIN and Name combination matches IRS EIN records.
8 = TIN and Name combination matches IRS SSN and EIN records.
Perform a Business Search on the Kentucky Secretary of State (KY SOS) to determine whether a business is in good standing. This process is not required for individuals.
Go to Kentucky Secretary of State Business Entity Search website Kentucky:
Secretary of State - Online Services
Enter business name and Search
■ Results to validate business should be Active status and Good standing. If not, contact the vendor for updated information.