Prepare and Distribute a Goods & Services Vendor Package

Submitted by admin on Tue, 05/04/2021 - 15:37
Policy: 

The Goods and Services Vendor Package consists of all forms that must be completed by the vendor and participant or the designated representative, when procuring goods or services from a vendor for the  program.

Consumers will receive the Goods & Services package from their <<counselor>>.  <<The counselor>> will review each form with the participant, helping the participant to understand the purpose and how to complete each form in the package. Each participant will receive a blank Goods and Services Vendor Package with their Welcome Package.

Throughout the program consumers will receive their supply of Goods and Services vendor packages from F/EA as they request packages to hire vendors. 

F/EA is responsible for updating the Goods and Services vendor packages as applicable.  F/EA will check on a monthly basis for updates on forms.  As forms are updated, changes will be made to the vendor package.   Packages that include updated forms are sent to consumers when they request vendor packages.
 

Note that individual workers are rarely considered "Goods and Services Vendors."  A "Goods and Services" vendor is usually an agency, corporation, licensed non-profit or other independent contractor.

Procedure: 
  1. A blank Goods and Services Vendor package is included in each participant's Welcome Package.
  2. Each blank Goods and Services Vendor package includes the following documents:
  3. Information on F/EA operations and policies is provided for the Goods and Services Vendor in the package, including a payment schedule, contact information and roles and resposibilities of of the F/EA
  4. Vendor agreement
  5. A payment request form is included in each package 
  • This form is used for goods and services vendor to propose services that they will provide to submit to F/EA to receive approval for payment

  6.  Vendor Enrollment Information Form

  • This form collects all of the relevant information in order for vendors to be issued payments in the program.

  7.  IRS Form W-9: Request for Taxpayer Identification Number and Certification, and Instructions for Qualified Independent Contractors Providing Approved Goods and Services

  8.  This form is provided to collect vendors Taxpayer Identification Numbers (TINs), in order for their invoices to be processed.

  • This information is needed in order for IRS Form 1099 to be processed for vendors at year end.

  9.  Medicaid Provider Agreement, as applicable

  10.  Direct Deposit Form

 
 

 

Internal Controls: 

The internal controls used by F/EA to monitor this process establish responsibility, segregate duties, document procedures and ensure independent internal verification.

The methods of internal control utilized by F/EA to distribute Worker Hire packages are:
  1. A control document is used to track checking for updated forms at least monthly.
    • Staff verifies that new forms have been looked for at relevant agency websites at least monthly
  2. The <<Staff Title>> reviews the updated Goods and Services Vendors Package prior to sending it to consumers or counselors.