Vendor Code/1099 Presentation

1. Vendor Code/1099 Presentation Robert E. Byrd, CGFM County Auditor-Controller

2. Agenda • Vendor Code Required Documentation • Vendor Types • Online Vendor Registration • New Vendor Information Requirements • Advantages • Vendor Code Contacts • Open Discussion

3. Vendor Code Required Documentation • W-9 Taxpayer Identification Number Request • AP-1 will substitute W-9 • AP-7 Request to Change/Establish Vendor • 147-C IRS Letter (New Authorization Letter) • Purchasing Website “Company Information” Screen printout 1

4. Vendor Types • Vendor Code SetIDs ending with ARC: • To be used for employee reimbursement • For non-employee refunds use the RIVCO SetID.

5. Vendor Types • Vendor Code SetIDs ending with BRC: • Vendor code needs to be set-up under the confidential business unit (BRC) if the payment is confidential (i.e., patient, claimant )

6. Online Vendor Registration • For vendors online registration: • Departments must have the regular vendors with RIVCO SetIDs complete the required documentation and register online on the Purchasing department Website.

7. Online Vendor Registration • The vendor must complete and print out the “Company Information” screen • The screen printout must be included with the required documentation (i.e., W-9, AP-7) • All documentation must be submitted to ACO BEFORE the vendor is approved for vouchering

8. Online Vendor Registration • The Purchasing Website is located at: http://www.co.riverside.ca.us • Purchasing department notification letter in regard to Vendor Registration is attached

9. New Vendor Information Requirements • Effective January 1, 2009 • All regular RIVCO SetID vendors must register on the Purchasing department Website. • The IRS 147-C Letter must be sent to the Auditor-Controller Office, GAD, Vendor Code section with all other required documentation.

10. New Vendor Information Requirements • Effective January 1, 2009 • All RIVCO one-time vendors, ARC vendors and BRC vendors will continue to provide the required documentation with no change to the current process.

11. Advantages • The ACO will work with departments on an individual basis related to this new requirement. • This improvement will provide savings to the County by reducing IRS Civil Penalties. • Vendors will benefit by having accurate information recorded with County of Riverside and be included in the bidding process.

12. Vendor Code Contacts Vendor Code Section contact list: • Denene Guerrero Guzman 955-3837 • Jann Kindrell 955-3830 • Felix Offor 955-0334 • Jason King 955-5179

13. Open Discussion ? ? ? ? ? ? ? ? ? ?

14. The End