Vendor Code1099 Presentation Robert E Byrd CGFM County

Vendor Code/1099 Presentation Robert E. Byrd, CGFM County Auditor-Controller 1 County of Riverside ■ Office of the Auditor-Controller

Agenda • • Vendor Code Required Documentation Vendor Types Online Vendor Registration New Vendor Information Requirements Advantages Vendor Code Contacts Open Discussion 2 County of Riverside ■ Office of the Auditor-Controller

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 3 County of Riverside ■ Office of the Auditor-Controller

Vendor Types • Vendor Code Set. IDs ending with ARC: – To be used for employee reimbursement – For non-employee refunds use the RIVCO Set. ID. 4 County of Riverside ■ Office of the Auditor-Controller

Vendor Types • Vendor Code Set. IDs 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 ) 5 County of Riverside ■ Office of the Auditor-Controller

Online Vendor Registration • For vendors online registration: – Departments must have the regular vendors with RIVCO Set. IDs complete the required documentation and register online on the Purchasing department Website. 6 County of Riverside ■ Office of the Auditor-Controller

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 7 County of Riverside ■ Office of the Auditor-Controller

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 8 County of Riverside ■ Office of the Auditor-Controller

New Vendor Information Requirements • Effective January 1, 2009 – All regular RIVCO Set. ID 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. 9 County of Riverside ■ Office of the Auditor-Controller

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. 10 County of Riverside ■ Office of the Auditor-Controller

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. 11 County of Riverside ■ Office of the Auditor-Controller

Vendor Code Contacts Vendor Code Section contact list: • • Denene Guerrero Guzman Jann Kindrell Felix Offor Jason King 955 -3837 955 -3830 955 -0334 955 -5179 12 County of Riverside ■ Office of the Auditor-Controller

Open Discussion ? ? ? ? ? ? 13 County of Riverside ■ Office of the Auditor-Controller

The End 14 County of Riverside ■ Office of the Auditor-Controller