County of Riverside ■ Office of the Auditor-Controller

Vendor Code/1099 Presentation

Robert E. Byrd, CGFM

County Auditor-Controller

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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

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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

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County of Riverside ■ Office of the Auditor-Controller

Vendor Types

• Vendor Code SetIDs ending with ARC:– To be used for employee reimbursement

– For non-employee refunds use the RIVCO SetID.

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County of Riverside ■ Office of the Auditor-Controller

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 )

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County of Riverside ■ Office of the Auditor-Controller

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.

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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

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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

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County of Riverside ■ Office of the Auditor-Controller

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.

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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.

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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.

•

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County of Riverside ■ Office of the Auditor-Controller

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

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County of Riverside ■ Office of the Auditor-Controller

Open Discussion

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County of Riverside ■ Office of the Auditor-Controller

The End

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