Frequency and timing:

  • Daily, as needed

Steps:

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.