Change a Vendor's Address

​Key Points

  • Before submitting a request, agencies must verify that the vendor address does not already exist in STARS. 
  • Required 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.
  • ​Required Documentation must be attac​hed to the request (Step #20).
  • ​Agencies are advised to keep a record of vendor Combined Substitute W-9 forms.

  1. Login to your account on sco.idaho.gov to access the Applications Menu.
  2. Select Statewide Accounting System.

  3. Select Vendor Maint.
    • Most users will be directed to the Vender Remittance Advice menu screen.
    • Users with permissions for more than one agency will need to select the agency they are performing maintenance for from a drop-down menu.
  4. Select Vendor Form to proceed to Vendor Maintenance.
  5. Select the Vendor tab.

  6. Select Chg Name/Addr 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: For an example of a non-U.S. vendor, access the STARS Vendor Edit Table and enter an R (Recall) command. The first vendor to be displayed is a non-U.S. vendor.
  8. Sfx - Enter the vendor number suffix the change is for.
  9. Type - Select the vendor type from the 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 - Select 0: New/Active Vendor from the drop-down menu.
  11. 1099 Name/Addr – This field determines which address is used when printing the 1099MISC forms. Use the drop-down menu to select an option:
    • Y = Yes, use this address for 1099 reporting.
    • Blank = There is another suffix that has already been identified as the address to use for 1099 reporting.
      Note: If there is only one suffix for this vendor, select Y.
  12. Sort Seq - Enter a sort sequence identifier that will be used to help locate or sort vendors.
    • Enter up to ten alphanumeric characters.
    • Do not use any special characters (hyphens, slash marks, etc.).
    • Do not use “The".
    • Use a form of the Vendor/NSE name.
      • E.g. Arnolds Pig Farm = ARNOLDSPIG
    • If you use an individual's name, enter the last name first.
      • E.g. John Smith = SMITHJOHN
  13. Web RA Indicator – Use the drop-down menu to select one of the following:
    • Blank – Vendor does not want to view remittance advices on the web
    • 0 – Vendor wants to view remittance advices for this vendor suffix only
    • 1 - Vendor wants to view remittance advices for all suffixes on this vendor number.
  14. 1099 Ind – Select an option from the drop-down.
    • Y = Yes, this is a 1099 reportable vendor
    • N = No, this is not a 1099 reportable vendor. Non-reportable vendor types:
      • C – Corporation
      • G – Government
      • N – Non-profit
      • E – State Employee
  15. SS EIN = Automatically filled in based on the vendor number.
  16. IRS/SSA Name – Enter the Vendor IRS/SSA name.
    • If the DBA (doing business as) name if different from the IRS/SSA Name, enter it in the Business Name field.
    • Do not use special characters or symbols, including &, ', “, <, and \.
  17. Address fields – Fill out the Vendor address fields with the new address: Address, City, State, Zip-Ext, and Area-Phone-Ext (separate fields).
  18. Contact Name - Enter the vendor's contact name.
  19. Tracking Comments – Enter any tracking comments here. These will appear on the History of this particular vendor form.
    • Do not use special characters or symbols, including &, ', “, <, and \.
  20. Press the Save button, then select the Attachment tab. Attach the invoice, updated W-9 or other documentation that shows the need for the change.
    • ​Instructions on attaching W-9 or other required documentation can be found HERE​.​
  21. On the Vendor tab, select one of the following options:
    • Save – this button will save the form as a draft that you can complete later
      • A draft form will be automatically removed from the application if it is not submitted within 30 days of when it was last saved.
    • Save & Submit - Submits the form to SCO for approval.
      • No additional notification is necessary; SCO monitors submissions.
        Note: When SCO personnel approve, disapprove, or return a form; the originating agency employee is notified of the action by e-mail. Tracking comments can be viewed on the form in Vendor Maintenance.

    Agency Responsibilities

    • ​​Before submitting a request, agencies must verify that neither the vendor name nor vendor number already exist in STARS. 
    • Required 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.
    • Agencies should keep a record of vendor Combined Substitute W-9 forms. 

    ​SCO Responsibilities

    • SCO personnel perform the verification, review and approval process on forms from all agencies.
    • SCO personnel will verify that the submitted vendor name/number combination matches either IRS information or SSA information and review forms for completeness and reasonableness of information.
    • SCO will also check the vendor against the System for Award Management (SAM) website.
      • SAM is provided as a public service by the General Services Administration (GSA) for the purpose of providing a way to determine if vendors are excluded from receiving Federal contracts, certain subcontracts, and certain federal financial and nonfinancial assistance and benefits.
    • SCO personnel will select each vendor and review the following:
      • Does the submitted name/number match IRS or SSA records?
      • If the vendor number looks like an SSN, is there an individual's name listed as the IRS/SSA Name?
      • Does the Sort Sequence make sense for the IRS/SSA Name or Business Name and does it follow the abbreviation conventions?
      • Is the vendor number already on STARS?  If not, use 00 as the vendor suffix.  If yes, the next available sequence number will be used.
    • If the vendor is found on the System for Award Management web site, the form will be returned to the agency with an explanation that the vendor is on exclusion records from on the System for Award Management web site and that the agency will need to verify that payment is not being made out of federal funds.
    • Based on the review, SCO personnel can select a vendor and then take any of the following actions:

    Menu Item Function
    Save & ApproveThe vendor form passes all the verifications and reviews and the information has been loaded in STARS.
    DisapproveThe reason for disapproving a form will be noted in Tracking Comments.
    ReturnIf the form needs to be returned to the originating agency employee, SCO personnel will include the reason in Tracking Comments.

    ​

    Sort Sequence Name, State, or Region Abbreviations

    See also the USPS web site for official state abbreviations.

    Normal Spelling Abbreviation
    And& (Use “and" unless ampersand is part of the vendor name)
    America/American/AmericasAMER
    Association/NatlAssn (of/for)Only the association name, not Assoc of XXX or XXX Assoc
    Boise State UniversityBSU
    Bureau/Division etc. (of/for)Only the bureau name, not Bureau of XXX or XXX Bureau
    Coeur d'AleneCDA
    CommissionCOMM
    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
    GovernmentGOVT
    Idaho State UniversityISU
    Idaho Transportation DepartmentITD
    Incorporated/Corporation etc.Only the name of the corporation, leave off INC or CORP
    IntermountainINTMTN
    InternationalINTL
    MountainMTN
    National/National Assoc ofNATL
    SaintST (only abbreviate “Saint" if it is in the IRS name that way)
    State (of) for a specific stateUse the state abbreviation, not State of XXX, or XXX State
    TransportationTRANS
    United StatesUS
    UniversityUNIV
    University of IdahoUOFI

    State and Region Abbreviation Table

    State/Region Abbreviation State/Region Abbreviation
    Alabama ALMontanaMT
    AlaskaAKNebraskaNE
    ArizonaAZNevadaNV
    ArkansasARNew HampshireNH
    CaliforniaCANew JerseyNJ
    ColoradoCONew MexicoNM
    ConnecticutCTNew YorkNY
    DelawareDENorth CarolinaNC
    FloridaFLNorth DakotaND
    GeorgiaGAOhioOH
    HawaiiHIOklahomaOK
    IdahoIDOregonOR
    IllinoisILPennsylvaniaPA
    IndianaINRhode IslandRI
    IowaIASouth CarolinaSC
    KansasKSSouth DakotaSD
    KentuckyKYTennesseeTN
    LouisianaLATexasTX
    MaineMEUtahUT
    MarylandMDVermontVT
    MassachusettsMAVirginiaVA
    MichiganMI
    		WashingtonWA
    MinnesotaMNWest VirginiaWV
    MississippiMSWisconsinWI
    MissouriMOWyomingWY
    American SamoaASDistrict of ColumbiaDC
    Federated States of MicronesiaFMGuamGU
    Marshall IslandsMHNorthern Mariana IslandsMP
    PalauPWPuerto RicoPR
    Virgin Islands
    		VI 
    		 ​

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