SECTION OVERVIEW AND POLICIES

All vendors providing goods or services to New York State must be registered in the Statewide Vendor File. An agency must register a vendor at the time of contract award if the vendor is not already registered in the Statewide Vendor File.

Registering a Vendor

State agencies register vendors by either entering vendor information in the Statewide Financial System or by providing the information to the Vendor Management Unit (VMU).

Subsection A of this chapter provides the agency with guidance on how to:

• use the Vendor Add Portal in the Statewide Financial System (SFS) to directly register individuals or entities in the Statewide Vendor File.
• add a significant number of vendors at one time.
• resolve various issues encountered during the registration process.

Subsection B of this chapter provides the agency with guidance on how to request vendors be registered in the Statewide Vendor File by VMU in the following instances:

• foreign vendors
• single payment vendors
• special use vendor ID

The VMU will issue the individual or business a New York State Vendor ID when the submitted data passes system edits and validations. This process will usually be completed within two business days.

Guide to Financial Operations

REV. 04/01/2017