A-to-Z Index

4210 - Vendor Edit Table

Effective Date: July 1, 2009

Table of Contents:

    .100 Purpose of the Vendor Edit Table
    .200 Responsibilities
      .210 System Support
      .220 Departments
        .221 Procurement
        .222 Satellite Receiving Areas
        .223 Other Campus Departments
      .230 Employees
        .231 Permanent and Temporary Employees
    .300 Processing Procedures
      .310 System Support
        .311 Accounts Payable
        .312 Procurement
        .313 Satellite Receiving Areas
        .314 Other Campus Departments
      .320 Employees
        .321 Permanent and Temporary Employees

.100 Purpose of the Vendor Edit Table

The Vendor Edit Table is an integral part of the University's Financial Information System. The table includes the vendor's name, address, Federal Tax ID Number (FIN) or Social Security Number (SSN) and information for reporting purposes. The Table also includes Employee and Student Employee names.

Use of the table ensures consistent and correct address information for vendor payments and for payments to employees and students. It reduces data input effort required for vendor payments, and provides a consistent means of accumulating vendor payment information.

.200 Responsibilities

.210 System Support

Accurately maintains the Vendor Edit Table.

.220 Departments

.221 Procurement

•  Obtain FIN or SSN when making procurement arrangements.

•  Enter FIN or SSN on all completed procurement documents.

.222 Satellite Receiving Areas

•  Highlight the Vendors FIN or SSN and submit completed payment packages to the Accounts Payable Office.

.223 Other Campus Departments

•  Obtain FIN or SSN while making procurement arrangements with vendors not previously used by the University.

•  Include the FIN or SSN and mailing address on procurement documents.

.230 Employees

.231 Permanent and Temporary Employees

•  Contact the Office of Human Resources to update or correct personal information.

.300 Processing Procedures

.310 System Support

Enter appropriate information into the Vendor database on a timely basis to accurately maintain the Vendor Edit Table.

.311 Accounts Payable

•  Enter the vendor's identification number, official name, and payment address when processing payments to vendors, not previously used by JMU.

•  Enter the vendor's identification number with each payment transaction processed.

.312 Procurement

•  Obtain Vendor's FIN or SSN when making procurement arrangements. 

•  Include the Vendor's FIN, SSN and mailing address on all Purchase documents.

.313 Satellite Receiving Areas

Highlights in yellow the vendor's FIN or SSN on the vendor invoice and submits completed payment packages to the Accounts Payable Office.

NOTE: The University has established "satellite" receiving areas for vendor invoices. These are areas, other than the University's Accounts Payable Office, authorized to receive vendor invoices. Currently, the Office of Finance has approved the following satellite areas: Library, WMRA, Facilities Management, Facilities Planning and Construction.

.314 Other Campus Departments

•  Obtain the FIN or SSN while making procurement arrangements with vendors not previously used by the University.

•  When practical, includes the FIN, SSN and mailing address on purchase documents.

.320 Employees

.321 Permanent and Temporary Employees

Contacts the Office of Human Resources to update or correct their personal information, to include name, home address, and social security number.