Policies

Division                

2

ADMINISTRATION AND FINANCE

Department

PROCUREMENT

Adding to the Vendor Database

Policy

In order to process a requisition/purchase order or encumbrance, a vendor must be in active status in the Colleague or MMARS database.  Prior to any additions to either database, the Procurement Office staff require a completed W-9 from the vendor; a determination is made from this documentation for tax reporting purposes. The Federal tax ID number is required for all vendors and Government types while a Social Security Number is required for a 1099 or miscellaneous vendor.

Procedure

The Procurement Office is responsible for maintaining its own the vendor file.  The system automatically assigns a seven digit vendor number for all new vendors.  This number then uniquely represents that vendor for all areas within the College’s Colleague Financial system.

When creating a vendor in MMARS the rules and regulations of the Commonwealth prevail.  See http://www.mass.gov/?pageID=oscsubtopic&L=5&L0=Home&L1=Guidance+for+Agencies&L2=How-To&L3=Document+Profiles&L4=Vendor-Customer&sid=Aosc.

ARRA specific vendors’ W-9s must include, and be reviewed for, the DUNS number, and the four (4) digit extension to zip codes. 

Approved by Vice President/Date

Approval by Cabinet/Date

Revised Date