What if a vendor on contract merges with a new company or is bought out?

What if a vendor on contract merges with a new company or is bought out?

1. CHECK CAREFULLY: Be aware that scammers do reach out to public entities to change vendor information in order to move money into their pockets. Any information about a vendor's address, banking, name, or taxpayer Identification TIN changes must be independently verified before actions are made. Independent information may mean contacting the vendor using contact information other than what was provided in the vendor outreach. If there are concerns about fraud, reach out to your legal team. 

2. OBTAIN DOCUMENTATION: For many vendor changes in FINET, a W-9 with the new information is required. Who requests the W-9 depends on ownership responsibility.

3. DETERMINE OWNERSHIP RESPONSIBILITY & SUBSEQUENT ACTIONS: 
A. If the contract is a state cooperative contract, send the vendor request and W-9 to purchasingcontracts@utah.gov for action. State the contract number in the email.

B. If the agency contract falls under the jurisdiction of GovOps/Division of Purchasing, meaning the contract number has a 6, request the W-9 from the vendor. Send the W-9 and all correspondence with the vendor to purchasingcontracts@utah.gov. State the contract number in the email. 
 
C. If you work for UDOT, USBE, or DFCM, request a W-9 from the vendor. Sent the W-9 and all correspondence to the appropriate individual in your agency.  This will be either your purchasing or finance team.  

D. If the contract was entered into FINET by State Finance, complete any agency-required checks to ensure the authenticity of the request, which should include legal approval. Obtain a W-9 from the vendor. Provide the W-9 and documentation to your finance team. Ask them to enter a Vendor Change/Modification, or VCM. Once the vendor code is updated, send an email to FI_contracts@utah.gov and provide the contract number and any vendor's request and documentation. State that the vendor code has been updated and request that the contract be opened, validated, and submitted to pull in the information from the vendor tables.  

    • Related Articles

    • What if a vendor on contract reaches out to us with an address, banking, name, or taxpayer Identification TIN change?

      1. CHECK CAREFULLY: Be aware that scammers do reach out to public entities to change vendor information in order to move money into their pockets. Any information about a vendor's address, banking, name, or taxpayer Identification TIN changes must be ...

    • Modify a Vendor

      Background A VCM (Vendor Change Modification) document is used to modify or add to an existing vendor record. This document is used to update Vendor/Customer table information and 1099 Reporting Information table information. Changes submitted ...

    • Create a Vendor or Customer

      Background Whenever the state establishes a relationship with a new vendor or customer, the new vendor or customer needs to be added to the Vendor/Customer Database (VCUST). To add a vendor or customer to the database a VCC (Vendor Customer Create) ...

    • What is a "Disregarded Entity"

      When a company is sold the new company can't use their TIN because tax liability won't be appropriately assigned. They may have contracts or other business with vendors they want to keep, so they use the old TIN as a disregarded entity to try and ...

    • Can I process a negative amount PRC in order to correct a contract?

      No, a negative amount is not possible for a PRC. If a payment was approved under the wrong contract, you would need to have the original PRC cancelled, including the associated disbursement (i.e. AD or EFT transaction shown by clicking Transaction ...