1223 Vendor Code Requests

Georgia State Seal

Department of Human Services
Policy and Manual Management System

Index:

POL 1223

Revised:

09/15/2023

Next Review:

09/15/2025

Policy

The Georgia Department of Human Services (DHS) requires all requests for new vendors to be used in the agency’s Accounts Payable system be submitted in writing. All requests must include a completed and signed IRS Form W-9.

All Vendors must have valid Vendor Codes in the state’s financial system, TeamWorks, prior to receiving payments.

Authority

Official Code of Georgia Annotated (O.G.C.A) § 49-2-1, DHS created effective July 1, 2009.

References

Applicability

All Georgia Department of Human Services divisions and offices must comply with this policy and associated procedure to establish valid vendor codes in the state’s financial system, TeamWorks (PeopleSoft).

Definitions

Vendor

An organization, individual or employee receiving payments from the Georgia Department of Human Services through the TeamWorks Accounts Payable system. For employees, these payments relate to travel expense reimbursements.

IRS Form W-9

Is an official Request for Taxpayer Identification Number and Certification. It is used to verify the vendor’s tax status with the IRS.

Responsibilities

  • The DHS divisions and offices must determine when a vendor code is required to make payments. The DHS divisions and offices are responsible for obtaining the IRS Form W-9 from the vendor and submitting it the DHS Office of Financial Services (OFS).

  • The Office of Financial Services ensures all vendor code requests are appropriately documented with an IRS Form W-9 and subsequent submission of the request to the State Accounting Office (SAO).

History

The policy is a revision and an update to POL 1223 which was effective July 10, 2007.

Evaluation

The DHS Office of Financial Services with the State Accounting Office (SAO) evaluates the effectiveness of this policy and it associated procedures during the third quarter of each state fiscal year.