Vendor Management

Effective February 1, 2016 the Commonwealth of Virginia implemented a new financial management system, Cardinal, with which the University is required to interface. Within Cardinal, a statewide vendor table has been created to establish a single vendor database for the Commonwealth. As a result, the Commonwealth Vendor Group (CVG) was created to keep up to date vendor records and to ensure all vendor data is managed uniformly and consistently.

All vendors must be properly established in the University’s financial system, Banner, as well as Cardinal before an invoice can be processed for payment. Additionally, a vendor must be properly established in Virginia’s eProcurement Portal, eVA, for the purchase of goods and services.

In order to better assist departments in determining whether a vendor is properly established, additional vendor information has been added to the Vendor Lookup capability in Self-Service Banner (SSB). The Vendor Lookup can be accessed by logging into MyRU -> Banner SSB Employee Menu -> Finance -> Vendor Lookup. When searching for a vendor in SSB, if a Cardinal ID is displayed, procurement with that vendor may proceed. If the vendor has not been established in Cardinal, a message “Obtain a COVA W-9 from Vendor and submit to Accounting Support Services” will display.

Departments should be aware of the additional time constraints and ensure adequate processing time is given to Accounting Support Services to establish new vendors. The CVG requires 5 to 10 days to complete the vendor set-up process. Provided all information is legible and accurate. New vendor set up requests should be submitted to Accounting Support Services at least two weeks in advance of processing purchase requests. 

COVA W-9


The Commonwealth of Virginia has a Substitute W-9 (COVA W-9) that is required in lieu of the IRS W-9 form for each individual who is a US citizen or US resident alien and from each corporation, company, partnership, or association created or organized in the US or under the US laws. The COVA W-9 requires additional information that is needed by the CVG to ensure the vendor is properly established in Cardinal. Please note the COVA W-9 should be returned to Radford University Accounting Support Services, Box 6906 or apas-web@radford.edu and not to the CVG group as stated in the form instructions. Accounting Support Services will work with the CVG to ensure the vendor is properly established.
When submitting a COVA W-9 to Accounting Support Services, Tax Identification Numbers (TIN) and Employer Identification Numbers (EIN) may be e-mailed. COVA W-9’s containing Social Security Numbers must be submitted via fax or mail (Accounting Services, Box 6906) and must not be e-mailed. If received by e-mail, the e-mail will be deleted and will not be processed.

The COVA W-9 Form may be found online.  Please be mindful of the following when submitting a COVA W-9 to Accounting Support Services:
• The legal name on the COVA W-9 must match the legal name registered with the IRS.
• The business name can reflect doing business as (d/b/a) or also known as names (a/k/a).
• Both the legal address and the remittance address should be listed on the COVA W-9.
• The form must be legible.
• The form must have a written signature. CVG will not accept digital signatures at this time.
 

Vendor Set-Up


Knowing additional information about your Vendor can expedite the vendor set up process. The following questions will provide information about the vendor and ensure you have the necessary information. If a contract is being utilized, please contact the Procurement & Contracts office to assist with providing the necessary vendor information.


Questions for Vendors:
• Who (exact name) does the check need to be made payable to?
• Where will the Purchase Order (PO) be sent; this address may be different than the remit to address.
• Where does the payment need to be sent; this address could be different than where the PO is sent.

It is imperative that the vendor and specific Tax ID/SSN number used on the PO matches the vendor invoice and to whom the vendor payment is issued.   

Is the Vendor in eVA?


All purchases of goods or services are processed through the eVA procurement system; therefore, the vendor must also be established in eVA. Vendors established in eVA are analyzed by the CVG prior to being established in Cardinal. Please search for your vendor in eVA by Tax ID or SSN to determine if they exist and how they have been established.


eVA Vendor Status Types:


Self-Registered: (Preferred Vendor Status) A vendor that has completed the eVA registration process and has agreed to eVA terms, conditions, fees, and provided required documentation. This vendor information is reviewed and approved by the eVA vendor team.


State-entered: A vendor that has been established in eVA based on a request from an agency. This information is stored, searchable and selectable. The agency that utilizes this vendor accepts all eVA fees. Prior to using a state-entered vendor, please request the vendor to self-register.


Ad-hoc: A vendor that the preparer of the purchase requisition creates in eVA with the vendor name and address information for a specific single purchase requisition/purchase order.


• An ad-hoc vendor may be used for Small Purchase Charge Card (SPCC) purchases. (Vendor information not needed in Banner).
• Ad-hoc vendors are acceptable for the following payment types: real estate leases, advertisements, conference registrations, honoraria, entertainment (speakers, lecturers, musicians, performing artists), medical services and public utilities (electric, natural gas, water, sewer). These vendors must also be established in Banner and Cardinal.
• Inactive eVA ad-hoc vendors are not valid and cannot be used. Payment cannot be made to an hoc vendor that has a status other than “active.” Vendors with a status of suspended, delete, discontinued, BadAddress & NonPayment are not approved in Cardinal and require the vendor work with eVA to resolve outstanding issues so their status will become “active.”


When using a vendor for the first time, departments should request the vendor to self-register. Vendor Registration instructions are located on the eVA website.
If a vendor refuses to become self-registered Accounting Support Services will set the vendor up as “eVA state-entered”, however, the University will incur additional costs. 

Is the Vendor in Banner?


Before initiating any purchase, please verify the vendor is properly established in Banner. The Vendor Lookup can be accessed by logging into MyRU -> Banner SSB Employee Menu -> Finance -> Vendor Lookup.


Enter name in Search by NAME field or Search by ID (can be Banner ID # or tax ID, SSN) – and click the Submit button, next click on the Name or Banner ID # to see additional vendor details.


Understanding the vendor type displayed is helpful. The vendor type can assist with identifying a SWaM business type. It also reflects a vendor that may need attention before placing an order with them. Please see the following vendor types and description:
• CM – Certified Minority – This vendor is a certified SWaM Vendor.
• CO – Certified Micro-Business – This vendor is a certified SWaM Vendor.
• CR – COVA W-9 Received – A COVA W-9 is on file in Accounting Support Services.
• CS – Certified Small Business – This vendor is a certified SWaM Vendor.
• CV – Certified Disabled Veterans – This vendor is a certified SWaM Vendor.
• CW – Certified Woman – This vendor is a certified SWaM Vendor.
• EI – eVA Inactive - This vendor is no longer active in eVA please contact Accounting Support Services.
• FN – Foreign – This vendor must submit a W-8 please contact Accounting Support Services.
• OP – One time pay - This vendor was only approved for a one payment and will need to be re-approved through CVG, please contact Accounting Support Services.
• UN – Cardinal Unapproved – In most cases the vendor is unapproved because Cardinal requires a COVA W-9 and one has not been submitted. If the Vendor Type does not list CR, then obtain a COVA W-9 and submit to Accounting Support Services at apas-web@radford.edu” or Box 6906 as appropriate.


Vendors that display in  SSB and have a Cardinal ID can be used for order processing and no additional action is needed.


A vendor that does not display a Cardinal ID requires additional action before an order can be processed. Please see below to determine the steps needed before the vendor can be used to procure goods or services.


1. If the vendor does not have a Cardinal ID or a COVA W-9 a message stating “Obtain a COVA W-9 from Vendor and submit to Accounting Support Services at apas-web@radford.edu” will display. Please remember if the COVA W-9 contains a Social Security Number, the form must be faxed or mailed.
2. If the vendor does not have a Cardinal ID but the Vendor Type lists CR, a COVA W-9 has been received and is on file. You will receive a message stating “Contact Accounting Support Services at apas-web@radford.edu”. Accounting Support Services will complete the process to establish the vendor in Cardinal. This process can take 5-10 days for completion.
3. If the vendor is inactive in Banner a message stating “{Vendor name} is currently inactive, please contact Accounting Support Services at apas-web@radford.edu” will display. In most cases the vendor is inactive because a COVA W-9 is needed.
4. If the vendor has a type of FN, Foreign, an individual foreign vendor is required to submit a W8 BEN. All other foreign entities are required to submit a W8 BEN-E. Contact the Tax Compliance Officer at (540) 831-7020 for assistance.
 

Accounting Support Services will not create a Banner ID without the COVA W-9. Once the form is received it may take 5 to 10 days to be set up in Cardinal. New vendor set up requests should be submitted to Accounting Support Services at least two weeks in advance of processing purchase requests. We want to make every effort to have the vendor set up in eVA, Cardinal & Banner prior to placing an order. Once the vendor is in Banner you are ready to enter a PR in eVA and payment can be made successfully.