New York State Vendors ID’s and ACCES-VR

As you know, in April 2012, New York State (NYS) will be implementing a new Statewide Financial System (SFS). The first stage of the SFS, the Central Vendor Registry File (Vendor File), was implemented in January 2011. In order to receive payments from NYS, all vendors must be assigned a NYS Vendor ID. The NYS Vendor ID is a 10 digit code that is used in place of the federal ID/TIN/EID to identify a vendor. Since going live in 2011, the NYS Vendor Management Unit has contacted vendors and provided them with instructions on how to obtain a NYS Vendor ID. ACCES-VR has also attempted to obtain a NYS Vendor ID for vendors we have used in the past year. With SFS implementation two weeks away, staff can no longer:

  • issue a new authorization to a vendor who does not have a NYS Vendor ID
  • pay an existing authorization to a vendor who does not have a NYS Vendor ID

ACCES-VR will continue reaching out to vendors to obtain the information we need to request a NYS Vendor ID for them.

You don’t have to wait to be contacted by us. Please send a copy of one of the following documents:

  • Computer-generated notice that was issued by the IRS when you applied for your TIN/EIN

    OR

  • Signed copy of your W-9. To print a new W-9, go to www.irs.gov and select W-9 under "Forms and Pub"

Note: Individual/sole proprietor vendors who have been issued a business taxpayer ID by the IRS should use that ID instead of their SSN.

Send the document to:

New York State Education Department (NYSED)
ACCES-FAST Vendor Unit
One Commerce Plaza, Room 1609
Albany, New York 12234

Or, fax the document to 518-486-4683

Deploying the new statewide financial system will bring many challenges to all payment systems in New York State, in SED and in ACCES-VR. We thank you for your patience as we work together with the new system.

ACCES-VR SFS Implementation Team