Transcript West Virginia Division of Culture & History

West Virginia Division of
Culture & History
• Registering Vendors
Vendor registration and W9 forms are
confusing – and we know you have
questions
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.
What forms are necessary for
registering a Vendor?
There are three forms:
W9
WV-1A
WV1
W9 FORM
?
Who needs to fill out a W9 and why?
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.
A W9 form is easy
to understand and
simple to fill out.
Name, federal tax classification, address
FEIN or SS#
Sign and date
WV-1A or WV-1
How do I know
which form to use?
WV-1A : Vendor Registration & Disclosure Statement:
WV-1A is the form you use to register vendors who will be receiving
grants , to register award winners, etc.
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.
WV-1A
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.
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!
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.
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.
We complete this section
Fill out – if individual, put your information
Must put info
Must be checked!
MeMeMEMEEMEMe
Sign
Date
WV-1
Question: When and why would I
use this form?
Answer: This form is used when a
Vendor will receive more than
$1000.
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.
Question: I’m confused! What if I
can’t figure this out?
Answer: We have people who can help!
Just give our friendly staff a call, we
will be happy to assist you!!
(Requiring thought)
(Correct)