West Virginia Division of Culture & History

1. West Virginia Division of Culture & History • Registering Vendors

2. Vendor registration and W9 forms are confusing – and we know you have questions

3. Why are Vendor Registration and W9 Forms Necessary? ANSWER: To register a person as a Vendor in FIMS and TEAM. We cannot process an invoice for a person who has not been registered in FIMS and TEAM.

4. What forms are necessary for registering a Vendor? There are three forms: W9 WV-1A WV1

5. ? Who needs to fill out a W9 and why? W9 FORM Everyone who will receive funding from the State of West Virginia must fill out a W9 form. This form is used to register a person or company as a Vendor with the State of West Virginia. We must obtain a Vendor’s correct taxpayer identification number (TIN) to report income paid to them (the TIN is their FEIN or SS#). Everyone must be registered as a Vendor to receive funding. This form is easy to complete.

6. Name, federal tax classification, address FEIN or SS# Sign and date A W9 form is easy to understand and simple to fill out.

7. WV-1A or WV-1 How do I know which form to use? WV-1A is the form you use to register vendors who will be receiving grants , to register award winners, etc.  WV-1A : Vendor Registration & Disclosure Statement: This form is for registering sole-source vendors or vendors whose aggregate sales to state agencies are $1,000 or less in any one year. This form includes a section to be completed by the requesting state agency. NO FEE IS REQUIRED.  Prospective vendors should also complete a W9 and submit it along with the Form WV-1A.

8. The form is easy to fill out, and we are available by phone to answer any questions. One thing to remember is that each question must be answered or it will be returned to the Vendor. WV-1A FEIN Social Security No. WV Division of Culture & History 1900 Kanawha Boulevard East The Culture Center – Building 9 Charleston, WV 25305 Answer Not required Name, address, contact person, phone number and fax number Answer this! Get it right! Answer this!

9. This is Page 3 of the WV-1A. Question No. 11 requires the vendor to list the name and phone number of his bank. Most vendors are uncomfortable filling out this information; however, without this information the form is returned to us. Assure the vendor that the bank information will not be used by us and is for reference only. Also make sure the vendor knows to state ‘I do not have a bank’ if they are not providing bank information. Fill out – if individual, put your information Must put info Must be checked! MeMeMEMEEMEMe Sign It is also very important that the vendor sign and date the WV-1A form. Failure to do so will result in the form being returned to him and another delay in payment. Date We complete this section

10. Question: When and why would I usethisform? Answer: This form is used when a Vendor will receive more than $1000. WV-1 Form WV-1: Vendor Registration & Disclosure Statement   This form is for a Vendor who wants to subscribe to the West Virginia Purchasing Bulletin and participate in the competitive bid process. It is very similar to a WV-1A form and not difficult to fill out. When a Vendor is going to receive more than $1000, a completed Form WV-1 and an annual fee of $125.00 is required.  Prospective vendors should also complete a W9 and submit it along with the Form WV-1.

11. Question: I’m confused! What if I can’t figure this out? Answer: We have people who can help!

12. Just give our friendly staff a call, we will be happy to assist you!! (Requiring thought) (Correct)