Subject and Policy:
Agencies should collect and record the email address and phone number for a vendor’s Primary Contact during the vendor add process, whenever possible.
Wherever possible during the vendor add process, agencies should collect and record a Primary Contact’s email address and phone number. SFS recently updated the layout of the Vendor Add Request page to capture this information. This information is not required for a primary contact that does not have an email address and/or phone number.
Including a phone number and/or email address for a Primary Contact enables the SFS to automatically send standard communication directly to the vendor without agency intervention. This includes:
- The Vendor’s ID,
- A temporary login number for the Primary Contact to access the online Vendor Self-Service system, and
- Instructions to enroll in the online Vendor Self-Service System to maintain addresses, contact information and inquire about the status of a purchase order, invoice or payment.
When a vendor record does not have an email address or phone number for a primary contact, agencies are likely to field vendor requests for information, including the Vendor ID and status of payments.
To add a primary contact’s email address or phone number after the vendor’s initial registration, the vendor must complete the Add, Change or Delete Vendor Contact Information form.