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  5. X.6.A Requesting a Special Use Vendor ID

X. Guide to Vendor/Customer Management

Guide to Financial Operations

X.6.A Requesting a Special Use Vendor ID

X. Guide to Vendor/Customer Management
Guide to Financial Operations

The VMU assigns Special Use Vendor IDs starting with ‘0’. These Vendor IDs have been established for processing expenditures to unique vendors. The VMU will work with the New York State Business Unit to approve and establish a Special Use vendor for a business need.

Process and Document Preparation:

Business Units must submit a request to the Vendor Management Unit (VMU) for a new Special Use Vendor ID to use in the Statewide Financial System (SFS). Only the VMU can establish a Special Use Vendor ID Number.

When a Business Unit determines a need for a Special Use Vendor ID, it should:

  1. Complete the New York State Special Use Vendor ID Request Form. 
    • Ensure the appropriate Business Need box is checked and the required additional information is noted.
    • Any Land Claims marked with priority indicate to the VMU that the claim is not currently in the Statewide Vendor File because the claim is over five years old and was not converted to the Vendor File for SFS implementation. The VMU will process the priority claims within 24 hours.
  1. Submit the New York State Special Use Vendor ID Request form to the VMU via fax at (518) 402-4212 or email at [email protected] with “Special Use Vendor Request” in the subject line.
  2. The VMU will perform the necessary steps, including the interactive Internal Revenue Service Taxpayer Identification Number (TIN) match where appropriate, to validate vendor information and authorize the issuance of the Special Use Vendor ID.
  3. Once the vendor is successfully added to the Vendor File, the VMU will notify the Business Unit, by email or fax, of the assigned New York State Special Purpose Vendor ID, the Location and/or Address sequences when applicable.
    • The VMU will redact the claimants Social Security Number or TIN.
    • Business Units are also able to monitor the approval of their requested vendors by using the following SFS report:

      New Added Vendors – Business Units can query the Statewide Vendor File using a date parameter to view all vendors added to the New York State Vendor File over a set period.

QUESTIONS

For questions about this process, contact VMU (518) 486-4602 or email [email protected].

Guide to Financial Operations

REV. 01/27/2023