Vendor Setup Requirements:

• Is this vendor already in STARS? 
  
• ​​Search for the vendor in STARS before submitting your request​. Click HERE​ for instructions.
  
• ​​Documentation*:
• New Vendor - Combined Substitute Form W-9 (W-8 for non-US).
  
• Change to Existing Vendor – Invoice, updated W-9 or other documentation that shows the need for the change.
  
• DSA Signature Requirements:
• W-9 and W-8 forms must have a signature dated within 6 months of request submission.
  
• Review the DSA Signature Requirements Guide​ to ensure physical or digital signatures on required attachments can be validated.​
• The STARS Forms page ​lists the current version of common accounting request forms along with form specific instructions. ​
  

Note: Please consider your agency's record retention policy when processing these requests.​

Vendor Setup Procedure:​

1. Login to your account on sco.idaho.gov to access the SCO Applications Menu.

2. Select Statewide Accounting System.

3. Select Vendor Maint.​​​​​​

• Users with permissions for multiple agencies​ must select the pertinent agency from an agency drop-down menu.
  

4. Select Vendor Form.

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5. Select the Vendor tab.​​

6. Select Add New Vendor from the Action drop down menu.

7. Vendor # = Nine-digit Social Security Number (SSN) or Employer Identification Number (EIN) from the vendor's Combined Substitute form W-9.

• Non-U.S. vendors may submit a W-8 instead of a W-9.
• The Vendor # for non-US vendor accounts will be the vendor's EIN or the first 9 characters of their name.
  

​​​Note: Examples of Non-U.S. vendor can be reviewed in the STARS Vendor Edit Table by entering a Recall (R) command. The first listed vendor will be a non-U.S. vendor.​

8. Sfx = 00 (two zeros).

9. Type = Select the appropriate vendor type (drop-down menu):

• I: Individual/Sole Proprietor (1099 Ind=Y)
  
• C: Corporation (1099 Ind=N)
• P: Partnership (1099 Ind=Y)
• G: Government (1099 Ind= N)
  
• N: Non-Profit (1099 Ind=N)
  
• O: Other (1099 Ind=Y)
  
• E: Employee (1099 Ind=N match EIS)
  

10. Vendor Status = 0: New/Active Vendor (drop-down menu)

11. 1099 Name/Addr​:

• Y = Yes, the address listed on this form is the mailing address for the vendor's 1099MISC form.
  
• Blank = No, another suffix was previously identified as the mailing address for 1099 reporting.
  

Note: If this is the only suffix assigned to the vendor, select Y.​

12. Sort Seq = Create a short 'sort sequence' identifier. These assist efforts to locate or sort through vendor profiles.

• Up to 10 alphanumeric characters.
• No special characters (hyphens, slash marks, etc.).
• Do not include grammatical articles like “The" or "An".
  
• Derive the identifier from the vendor's name.
• E.g. Arnolds Pig Farm = ARNOLDSPIG
  
• If the vendor is an individual, enter their last name before their first.
• E.g. John Smith = SMITHJOHN
  

13. Web RA Indicator = Blank – No Access (drop down menu).

• SCO Vendor Coordinators may modify this value as appropriate during request processing.
  

14. 1099 Ind (drop down menu):

• Y = Yes, this vendor is 1099 reportable.
  
• N = No, this vendor is not ​1099 reportable. Non-reportable vendor types:
  
• C – Corporation
  
• G – Government
  
• N – Non-profit
  
• E – State Employee
  

15. SS EIN = Auto-filled with vendor number data.

16. IRS/SSA Name = Legal name as listed on the vendor's Combined Substitute W-9 form.

• Do not use special characters or symbols, including &, ', “, <, and \.​​​​​​
  

17. Business Name = If the vendor has a DBA (doing business as) name that is different from their IRS/SSA name, enter that DBA in this field.​​​​​

• D​o not use special characters or symbols, including &, ', “, <, and \.
  

18. Vendor Address and Contact Information:

• Address
• City
• State
• Zip-Ext
• Area (3-digit area code)
  
• Phone (7-digit phone #)
  
• Ext (phone extension)
  

19. Contact Name - Name of the vendor's preferred contact person.

20. Tracking Comments – (SCO use) If an issue is found when processing this request, an SCO Vendor Coordinator will outline the problem in this field before sending the form back for corrections. A historical record of these notes are attached to the vendor account.

• Do not use special characters or symbols, including &, ', “, <, and \.
  

21. Attach a Combined Substitute W-9 (or W-8) form (New Vendors Only)​. 

​a. ​Press the Save button to save the Vendor tab data.

b. Select the Attachment tab.

c. Click Choose File, file explorer will populate.

​​

​​​​e. Click Add File to upload chosen ​files to the vendor attachments list.​

 

22. On the Vendor tab, select one of the following options:

• Save = Saves a draft of the form for completion at a later time.
• Draft forms are automatically removed if they are not saved again or submitted for 30 days.
  
• Save & Submit - Submits the form for approval and processing by SCO Vendor Coordinators.
  
• Vendor setup requests will typically process within 3-5 business days.
  

​Note: ​​​The agency employee who originated the vendor setup request will be notified via email when their​ request is approved, returned for edits, or disapproved.

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Non-US (Foreign) Vendor

• Non-US vendors examples can be found on the STARS Vendor Edit Table by entering a Recall (R) command.
• If the first vendor that populates is not a non-US vendor, issue Next (N) commands until a non-US vendor populates.
  
• A non-US vendor​ address will display a City​, but the State and Zip Code fields will be filled with X.
• Identify the non-US vendor type to ensure the appropriate IRS W-8 form is used.
  

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SCO Responsibilities

• Vendor setup requests are typically processed within 3-5 business days. 
  
• The vendor name/number will be verified against IRS/SSA data and the request form will be reviewed for completeness and lucidity.
• All Idaho State agency requests for vendor setup are subject to verification and approval by SCO Vendor Coordination staff​. This review is comprised of the following:
• Vendor name/number verified against IRS or SSA records.
  
• IRS/SSA vs. DBA (Doing Business As) form data verification. 
  
• Sort Sequence lucidity and adherence to requirements.
  
• Suffix verification in STARS. 
• New vendors = 00 (two zeros).
  
• Existing vendors = Next available sequence number.
  
• System for Award Management (SAM) verification.
• ​SAM is provided as a public service by the General Services Administration (GSA), providing a way to determine if vendors are excluded from receiving federal contracts, subcontracts, or federal financial and nonfinancial assistance or benefits.
• If the vendor is found in the System for Award Management database, the request will be returned to the originator with an explanation that the vendor is listed in exclusion records and that the agency will need to verify that payments are not being made with federal funds.​​
• ​​​When the review has concluded, SCO Vendor Coordination personnel will take one of the following actions:
• Save & Approve = The vendor data was verified and uploaded to the STARS vendor database.
• Return​ = There is an issue with the request that requires correction before it can be processed​. The form is returned to the originator with Tracking Comments.
• Disapprove = There is an incurable​ issue with the request that precludes its approval. Tracking Comments will be included in the notification, outlining the cause.
  

​​​​​​​​​​Sort ​​Sequence - Name Abbreviations
Normal Spelling​	Abbreviation
And​	& (Use “and" unless ampersand is part of the vendor name)
America/American/Americas	AMER
Association/NatlAssn (of/for)	Only the association name, not Assoc of XXX or XXX Assoc
Boise State University	BSU
Bureau/Division etc. (of/for)	Only the bureau name, not Bureau of XXX or XXX Bureau
Coeur d'Alene	CDA
Commission	COMM
County (of)	Only the county name, not County of XXX or XXX County
Department (of/for)	Only the dept name, not Dept of/for XXX or XXX Dept
Government	GOVT​
Idaho State University	ISU
Idaho Transportation Department	ITD
Incorporated/Corporation etc.	Only the name of the corporation, leave off INC or CORP
Intermountain	INTMTN
International	INTL
Mountain	MTN
National/National Assoc of	NATL
Saint	ST (only abbreviate “Saint" if it is in the IRS name that way)
State (of) for a specific state	Use the state abbreviation, not State of XXX, or XXX State
Transportation	TRANS
United States	US
University	UNIV
University of Idaho	UOFI​​

​​Sort Sequence -​ ​State and Region Abbreviations
State/Region	Abbreviation	State/Region	Abbreviation
Alabama	AL	Montana	MT
Alaska	AK	Nebraska	NE
Arizona	AZ	Nevada	NV
Arkansas	AR	New Hampshire	NH
California	CA	New Jersey	NJ
Colorado	CO	New Mexico	NM
Connecticut	CT	New York	NY
Delaware	DE	North Carolina	NC
Florida	FL	North Dakota	ND
Georgia	GA	Ohio	OH
Hawaii	HI	Oklahoma	OK
Idaho	ID	Oregon	OR
Illinois	IL	Pennsylvania	PA
Indiana	IN	Rhode Island	RI
Iowa	IA	South Carolina	SC
Kansas	KS	South Dakota	SD
Kentucky	KY	Tennessee	TN
Louisiana	LA	Texas	TX
Maine	ME	Utah	UT
Maryland	MD	Vermont	VT
Massachusetts	MA	Virginia	VA
Michigan	MI	Washington	WA
Minnesota	MN	West Virginia	WV
Mississippi	MS	Wisconsin	WI
Missouri	MO	Wyoming	WY
American Samoa	AS	District of Columbia	DC
Federated States of Micronesia	FM	Guam	GU
Marshall Islands	MH	Northern Mariana Islands	MP
Palau	PW	Puerto Rico	PR
Virgin Islands	VI

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