All Forms Listed Are Available from the Internal Operations Website

Topic: Vendor Registration

Forms Required: WV-1 or WV-1A and IRS Form W-9 All forms listed are available from the Internal Operations website.

Authority: West Virginia State Code §5A-3-12 West Virginia Code of State Rules §148-1-6 Special Note: IRS Form W-9 does not fall under the authorities listed above, but rather under the authority of various Federal laws, rules, etc.

Procedures: ALL FORMS Vendor must legibly complete, preferably in blue ink, all sections of applicable forms (except Part II of the WV-1A form.) Only forms bearing original signatures of the vendor will be accepted (i.e. faxes, copies, etc. will not be accepted). Forms completed by persons other than the vendor will not be accepted. Any guidance provided by the person requesting the information may only be communicated to the vendor in one of the two following manners (i.e. staff may not complete any part of the form, nor modify any form):  only verbally communicated to the vendor or  submitted in writing to the vendor on a separate form, clearly, permanently, and obviously marked “SAMPLE.” Vendors are to list their “contracting” address (where correspondence related to bidding and contract awards should be mailed) on the WV-1 or WV-1A forms and their “remit to” address (where payments are to be mailed) on the W-9 form.

WV-1 Vendors must complete the WV-1 form and submit with an annual registration fee in the amount designated on the form, made payable to the “State of West Virginia.” WV-1 forms are to be submitted directly to the Purchasing Division in accordance with the instructions on the face of the form.

WV-1A The WVDOE requesting office must complete, as appropriate, the State Agency and Address sections on page 1 of the WV-1A form and questions 1, 2, and 3 in Part II (located at the bottom of the second page of the form). The State Agency Procurement Officer Signature section must remain blank and will be completed upon the vendor returning the form to the WVDOE by appropriate staff in the Office of Internal Operations.

3/10/2011 Vendors may be exempt from the respective registration fee if one of the two following exceptions applies:  the amount of goods/services being purchased are less than $1,000 or  the goods/services desired are considered a non- competitive purchase. Vendors meeting at least one of these exceptions will complete the WV-1A form (in lieu of the WV-1 form) in accordance with the “ALL FORMS” section above and return to the WVDOE office which requested the form. Decisions as to what are considered non-competitive and determination of the $1,000 limit will be determined by Office of Internal Operations and/or Purchasing Division policy.

W-9 Do not enter any information in the “Requester’s Name” box on the right of the form. This section of the form must remain blank or the forms will be returned and not processed by the Department of Administration. Vendors must complete this IRS form in accordance with the “ALL FORMS” section above and return to the WVDOE.

Address Changes When a vendor’s address changes, the vendor must complete and submit new versions of the appropriate form(s) reflecting the change.

Vendor Status Verification Before acceptance of any bid received from a vendor and/or issuance of any purchase order/agreement/stipend contract or other contractual document to a vendor, the Office of Internal Operations must verify that the vendor is properly registered with the Purchasing Division. Before issuance of any payment to a vendor, the Office of Internal Operations must verify that the vendor is properly registered in the FIMS vendor file in order that the WVDOE be in compliance with State of West Virginia policy regarding appropriate tax reporting.

Except as allowed for in West Virginia Code, the Office of Internal Operations shall not be responsible for finance charges, late payment fees, legal fees etc. due to the vendor’s improper registration status.

3/10/2011