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Notes for Payee Package
Please see notes below on the payee package.
Payee is a general term referring to anyone that receives a payment from the County. Vendor is a specific term that refers to a person or business that has something to sell. Though the system assigns a Vendor ID to these folks, not all folks are truly vendors as they don't all have something to sell.
All payees will be completing forms regarding their financial interactions with the County. We'll keep these forms on file and will make sure we have either 1) a completed form that is less than 60 months old or 2) a written and signed statement that the information has not changed.
The payee package includes 1) a 'payee information profile' that serves as a substitute IRS Form W-9 to collect general information about the payee and ensure certain rules are met, 2) a 'payee payment preference indication' that allows the payee to choose to be paid by check, credit card, or EFT (aka ACH), and 3) general terms and conditions that apply to vendors (but not other payees). One page of instructions is also included.
Subject: payee package is needed prior to placing order
As it relates to all goods and services purchased, prior to an order being placed, the prospective vendor should be "pre-qualified" by completing the County's payee package. Please see below the list of documents that make up the payee package that the County now uses for all regular vendors.
1-Payee Instructions
2-Payee Information Profile
3-Payee Payment Preference Indication
4-Contractor Sales Tax Statement
5-Vendor General Terms and Conditions
6-W-9 Form-402 Administration-signed
7-Vendor-IRS Form SS-8 Determination of Worker Status (Vendor or Employee)
---Return a completed Payee Information Profile to be listed as an eligible vendor for our County.
---Return a completed Payee Payment Preference Indication to elect payment by ACH/EFT or by credit card.
---Return a completed Contractor Sales Tax Statement to pass along sales taxes on new supplies, materials, and other goods you've purchased on behalf of the County. (This effort reduces the amount that will be charged against the department's budget.)
---Return a completed IRS Form SS-8 if all three of the following criteria apply or if you are asked to do so at a later time:
a) on the Payee Info Profile, a SSN has been entered (a business EIN is preferred)
b) the work will be completed on County premises
c) the work will be completed under the supervision of a County employee
---Remaining files in the package are for information only.
Subject: payee package is NOT needed in certain cases
The Payee Information Profile is not needed for employees. Thus, employees do not need to download and complete the payee package.
Also, the following categories of payees do not need to complete the Payee Information Profile:
SSA payees (fund 70)
inmates (fund 74)
others who only receive payments via funds 70 to 81
others who only receive a refund payment
However, if any of these such persons want to elect a payment preference other than check payment, both page 1 of a Payee Information Profile form and a Payee Payment Preference Indication form should be completed.
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