Step 1: New Account Registration
An entity that is required to file an information return with the IRS must obtain your correct taxpayer identification number (TIN) to report. The information provided on this page should be the same that is included on the W-9 form you would supply.
If you have registered as an individual then you should choose the first option and select from the following: SSN, ITIN, and ATIN.
Classification is the “Entity Type” you provided on your W-9 form. You must select from the available classifications in the list provided. Some examples of Classification are Individual, Profit Corporation, Partnership, etc. If you have a SSN for your W-9 Tax ID , your Entity Type is Individual. If you have an EIN, you may fall under any of the other Entity Types provided.
Do I have to indicate if I am a Healthcare Provider?
If the Healthcare Provider section is displayed during your Vendor Registration, you should indicate whether you are a Healthcare Provider or not. If you do not manually select Yes, this field is defaulted to No. If you do not see a Healthcare Provider section, your site may not require or allow you to enter this information during the registration process. Contact your site's administrator if you feel that you should have access to indicate that you are a Healthcare Provider during the registration process.
Step 2: My Business Information
What is Location Verification?
Verify My Locations by allows you to select the method by which the locations are verified by. Valid Values are Use My TIN Number, Use My DUNS Number, Create My Own and No Password Required.
What is required for Organization Information?
The only required field is the Classification field. This field is automatically populated for you based on previous selections. Classification is the “Entity Type” you provided on your W-9 form. You must select from the available classifications in the list provided. Some examples of Classification are Individual, Profit Corporation, Partnership, etc. If you have a SSN for your W-9 Tax ID , your Entity Type is Individual. If you have an EIN, you may fall under any of the other Entity Types provided.
You can optionally populate the following fields:
Location Name – Enter the physical location associated with your business location.
Location Web Address – Enter the web address associated with the current business location.
Number of Employees - Indicates the range of the number of employees for the vendor/customer. Valid values are: <50, 51-100, 101-250, 251-500, 501-750, 751-1000, and >1000.
Annual Income - Indicates the annual income range for the company. Valid values are: <1 million, 1-2 million, 3-5 million, 5-10 million, 10-20 million, > 20 million. You can only enter this field if the Organization Type is Company.
Foreign Tax ID – This field captures the international alphanumeric Taxpayer ID for a foreign vendor for reporting purposes. This is an optional field and is not used by the 1099 reporting process.
National Provider ID / National Provider Identifier (NPI) - This is the unique 10-digit identification number issued to health care providers in the United States by the Centers for Medicare and Medicaid Services (CMS). NOTE: If you have more than one NPI you only need to enter one of them.
Assigning Authority - The name of the governing body that oversees the healthcare provider (for example, Medicare, Medicaid, CMS, and so on).
CAGE Code - The Commercial and Government Entity (CAGE) Code is a five-character alphanumeric value used extensively within commercial and government entities. The CAGE Code System provides a standardized method of identifying a given facility at a specific location and must be in uppercase format. The CAGE Code field can vary by vendor location.
W-8 Form - Enter the appropriate W-8 form option that applies to your organization.
DUNS - The Dun and Bradstreet account number assigned to the vendor or customer.
Extended DUNS - The Extended DUNS field is used to support federal reporting and supplements the existing DUNS Number. This suffix is an optional reporting element for the Federal American Recovery and Reinvestment Act (ARRA) for grant reporting. This field allows agencies to track activities by separate departments or other organizational levels by assigning separate extensions. The Extended DUNS field cannot be populated unless the DUNS field is populated.
Internet Catalog - The web address for the record's online catalog. If your system is configured to use Buysense.com, this field should be populated with data from the Buysense.com system.
Preferred Ordering Method - This field indicates the preferred ordering method for this vendor. Valid values are Paper and Electronic.
Pcard Acceptance Level - Indicates if the supplier accepts procurement cards, and if so, what level of data exchange they use. Valid Values are No PCARD, Amount, Amount + Order Number, and Amount + Order Number + Line Detail.
What is required for Legal Name Information when doing business as an Individual?
If your Organization Type is Individual then populate the following fields:
First Name – Only enter your first name if you are doing business as an Individual.
Middle Name – Only enter your middle name if you are doing business as an Individual.
Last Name – Only enter your last name if you are doing business as an Individual.
What is required for Legal Name Information when doing business as a Company?
If your Organization Type is Company, then the Legal Name on W-9 field is required. All other fields are optional.
Legal Name on W-9 - The legally defined name of your company.
Business Name (Alias/DBA) – Optionally enter the alternate name, alias or operating name (doing business as) used to identify your company.
Name on Check - Optionally indicate the name that should be used on checks or EFT disbursements issued to your company. Valid options are: Alias/DBA, Legal Name, or Both.
What do I enter in the 1099 TIN Information section?
Enter the number associated with your Taxpayer Identification Type in the Create Taxpayer ID Number and Re-enter Taxpayer ID Number fields. The IRS recognizes the following types of TIN:
Employer Identification Number (EIN),
Social Security Number (SSN),
Individual Taxpayer Identification Number (ITIN)
Adoption Taxpayer Identification Number (ATIN).
What address do I enter in the Legal (1099) Address Information section?
You should enter the address associated with the Taxpayer Identification Number used for 1099 reporting purposes. This should match what is indicated on your W-9 form.
What are the EFT Information fields?
ABA Number - This is the ABA transit routing number of the financial institution that maintains this account.
Account Type - Allows users to indicate whether the account is a Checking account, or a Savings account.
Account Number - The Account Number is the number of the bank account to be used for EFT payments.
Routing ID Number - This field specifies the individual account to be used when a payment is made to a bank account that has been established for a pool of account holders. The Routing ID Number identifies the specific account holder to which the deposit is made within the pooled account. The Routing ID Number field is not required. If this field is populated, it can only contain numeric values, and the Account Number field must also contain a value.
Remittance Advice Transmission Mode - The Remittance Advice Transmission Mode field can have one of the following values: Postal, Email – As an Attachment, Email – Embedded HTML, and Blank. If the Remittance Advice Transmission Mode field is Email – As an Attachment or Email – Embedded HTML then the Email Address must be populated for all payment addresses for the vendor.
If you do not see an EFT section containing these fields, you have indicated that you are a Healthcare Provider on a previous registration screen. You should see several sections specifically for Healthcare Provider EFT Enrollment where you can enter the appropriate Financial and EFT information.
What should I enter in the Healthcare Provider EFT Enrollment section?
The Healthcare Provider EFT Enrollment sections are used to enter information required by Federal Law specifically for healthcare providers enrolling in EFT. If you are choosing to enroll in EFT as part of your registration, you should fill out the Financial Institution Information sections.
Provider Information - This section contains the display-only Provider Name field that’s populated by the value entered in the Legal Name field.
Provider Identifiers Information - This section contains the display-only Provider Federal Tax Identification Number (TIN) or Employee Identification Number (EIN), National Provider Identifier (NPI), and Assigning Authority fields. These fields are populated by the values you previously entered in the Taxpayer ID Number, National Provider ID, and Assigning Authority fields.
Financial Institution Information – This section contains fields for you to enter your financial institution information to be used by the EFT process.
Submission Information - This section contains the Reason for Submission and Authorized Signature – Electronic Signature of Person Submitting Enrollment fields. For a new Vendor registration, the Reason for Submission field is automatically set to New Enrollment and the Authorized Signature check box is automatically checked and disabled.
Is Discount Information required?
The Discount Information section should be populated if your business offers discounts for the prompt payment of invoices.
Number of Days 1, Number of Days 2, Number of Days 3, and Number of Days 4 - The maximum number of days that can elapse between the voucher date and check date and still have the discount apply.
Discount Percent 1, Discount Percent 2, Discount Percent 3, and Discount Percent 4 – Enter the percentage of credit received when payment is received within the specified number of days in the corresponding Number of Days 1 field.
For example, if your business offers a 2% discount for payments within 10 days and 1% discount for payments within 15 days, you would enter:
Number of Days 1: 10
Discount Percent 1: 2.00
Number of Days 2: 15
Discount Percent 2: 1.00
What is the purpose of the Executive Compensation fields?
The Executive Compensation fields support the new federal grant reporting requirements for the Federal Funding Accountability and Transparency Act (FFATA).
The Officer Name 1 through 5 fields capture the names of the 5 highest paid executive officers. The Officer Name fields must be populated in sequential order (that is, Officer Name 2 cannot be populated unless Officer Name 1 is populated). The Officer Compensation 1 through 5 fields capture the compensation of the 5 highest paid executive officers. If the corresponding Officer Compensation field is populated, then the Officer Name field must be populated, and vice versa.
Step 3: W-8 Forms
What is displayed in the W-8 Forms section?
The W-8 Form section displays all the fields that make up the W-8 Form you selected in the W-8 Form field in the Organization Information section.
Why don't I see a W-8 Forms section?
The W-8 Form section is only displayed for foreign vendors. If your organization is not classified as Foreign, this section is not displayed.
My organization is classified as Foreign, why don't I see a W-8 Forms section?
If your organization is classified as Foreign and you do not see a W-8 Form section, your site may not require or allow you to enter W-8 Form information during the registration process. Contact your site's administrator if you feel that you should have access to add W-8 Form information through the registration process.
Step 4: Addresses & Contacts
What are my Administrative, Ordering, Payment and Billing Addresses?
The Administrative Address tells us where the main administrative functions for your organization take place besides Ordering, Payment, and Billing.
The Ordering Address tells us where a department may send orders to. These would include purchase orders and contract information.
The Payment Address tells us where to send your payments.
The Billing Address tells us where to send information for any payment you may owe us.
Can I have more than one address associated with the same address type?
Yes, but you cannot enter more than one address per address type during initial registration. Once your activation is completed, you can add or modify your addresses when you login to your VSS account.
Can the DUNS and Extended DUNS fields vary by address?
Yes. If DUNS and Extended DUNS were populated during Step 2, then the value is automatically inferred to the DUNS and Extended DUNS fields on this page. However, the values can vary by address, so you can change the inferred value, if needed.
Who will be the contact person for each address?
After entering your new address, you will be required to enter the contact for each address type you selected. The contact entered can be the same for each address type.
What are the EFT Information fields?
ABA Number - This is the ABA transit routing number of the financial institution that maintains this account.
Account Type - Allows users to indicate whether the account is a Checking account, or a Savings account.
Account Number - The Account Number is the number of the bank account to be used for EFT payments.
Routing ID Number - This field specifies the individual account to be used when a payment is made to a bank account that has been established for a pool of account holders. The Routing ID Number identifies the specific account holder to which the deposit is made within the pooled account. The Routing ID Number field is not required. If this field is populated, it can only contain numeric values, and the Account Number field must also contain a value.
Remittance Advice Transmission Mode - The Remittance Advice Transmission Mode field can have one of the following values: Postal, Email – As an Attachment, Email – Embedded HTML, and Blank. If the Remittance Advice Transmission Mode field is Email – As an Attachment or Email – Embedded HTML then the Email Address must be populated for all payment addresses for the vendor.
Step 5: Additional Business Information
Why should I add commodities to my company's profile?
You will automatically be notified about solicitations that are published for the commodities that you have selected.
Why should I add Business Types to my company's profile?
Buyers may choose to notify all vendors registered for a specific Business Type about a solicitation being published.
Why should I add Service Areas to my company's profile?
Buyers may choose to notify all vendors registered for a specific Service Area about a solicitation being published.
Why should I add Attachments to my company's profile?
Attachments can be added to your company’s profile to provide additional information and documents to be associated with your vendor account. Adding attachments to your account enables you to store and track all supporting vendor documents directly in the application and alleviates the need to fax or mail supporting documentation to the supporting agency.
Why can't I add Attachments to my company's profile?
Your site may not allow attachments to be added or you may not have authority to add attachments. Contact your Account Administrator if you feel that you should have access to add attachments through the registration process.
Why can't I delete Attachments from my company's profile?
Your site may not allow attachments to be deleted or you may not have authority to delete attachments. Contact your Account Administrator if you feel that you should have access to delete attachments.
Can I update or delete Attachments from my company's profile prior to completing my registration?
Yes. If you need to make changes to the attachment information prior to submitting your registration, you can click on the Update Information link in the Attachments section of your Registration Summary. Clicking this link takes you back to the Attachments page where you can add/delete the attachment information.
Registration Summary
What happens after I select the Submit Registration button?
You are taken to a Thank You page that provides you with the following information:
Your Vendor Code, which you should write down for future reference.
A Substitute W-9 Certification Form in PDF format.
A PDF version of your Vendor Registration Application.
An EFT Registration Form in PDF format.
A link that takes you to the vendor login page.
A Password Reset button, if you have forgotten your password.
Why am I receiving pop-up messages when I try to submit my registration?
One or more pop-up messages may display after you click the Submit Registration button based on the following conditions:
If you have entered information in the W-8 Form section, you will see a pop-up message asking you to verify that all the information you have entered is complete and accurate to the best of your knowledge. Click OK to close this window.
If you have entered information in the EFT Information or Healthcare Provider EFT Enrollment Information sections, you will see a pop-up message asking you to verify that all the information you have entered is complete and accurate to the best of your knowledge. Click OK to close this window.
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