Prior to paying a Goods & Services vendor, the F/EA must receive a completed Goods & Services Vendor Package. The F/EA utilizes this information to establish the vendor as such in the F/EA's payroll system. This procedure ensures that payments to the vendor go where intended, but also that the F/EA has required information to send tax returns to the vendors at year-end. Form W-9 is required for all Goods and Services vendors prior to payment is issued.
F/EA will process vendor payments on a bi-weekly basis completed, valid payment request forms (PRFs) are received.
The payment request forms are distributed to all consumers when they join the program, in the Goods & Services Vendor Enrollment Package. Consumers or vendors can request PRF’s by calling F/EA’s toll-free customer service line or the form can be accessed online.
The PRF allows the participant to inform F/EA of what vendor is to be paid, in what amount and from what line in the participant’s budget to use allocated funds.
The internal controls used by F/EA to monitor this process establish responsibility, segregate duties, document procedures and ensure independent internal verification.