[{"data":1,"prerenderedAt":-1},["ShallowReactive",2],{"detail-sidebar-cat-1-en-105":3,"doc-seo-303045-105":53,"doc-detail-303045-en":126},{"code":4,"msg":5,"data":6},0,"success",[7,14,19,24,29,34,39,44,49],{"id":8,"doc_module":9,"doc_module_name":10,"category_name":11,"show_sort_weight":12,"slug":13},11,1,"Template","Presentations",90,"presentations",{"id":15,"doc_module":9,"doc_module_name":10,"category_name":16,"show_sort_weight":17,"slug":18},12,"Resumes",80,"resumes",{"id":20,"doc_module":9,"doc_module_name":10,"category_name":21,"show_sort_weight":22,"slug":23},14,"Invoices",70,"invoices",{"id":25,"doc_module":9,"doc_module_name":10,"category_name":26,"show_sort_weight":27,"slug":28},15,"Posters",60,"posters",{"id":30,"doc_module":9,"doc_module_name":10,"category_name":31,"show_sort_weight":32,"slug":33},16,"Social Media",50,"social-media",{"id":35,"doc_module":9,"doc_module_name":10,"category_name":36,"show_sort_weight":37,"slug":38},17,"Forms",40,"forms",{"id":40,"doc_module":9,"doc_module_name":10,"category_name":41,"show_sort_weight":42,"slug":43},18,"Letters",30,"letters",{"id":45,"doc_module":9,"doc_module_name":10,"category_name":46,"show_sort_weight":47,"slug":48},21,"Paper Templates",5,"papers-templates",{"id":50,"doc_module":9,"doc_module_name":10,"category_name":51,"show_sort_weight":4,"slug":52},158,"General","general-158",{"code":4,"msg":54,"data":55},"ok",{"site_id":56,"language":57,"slug":58,"title":59,"keywords":60,"description":61,"schema_data":62,"social_meta":119,"head_meta":121,"extra_data":123,"updated_unix":125},105,"en","vendor-payment-fraud-action-items-and-controls","Vendor Payment Fraud - Action Items and Controls","","Vendor Payment Fraud outlines practical governance controls to prevent improper or fraudulent vendor payments. It emphasizes segregation of duties by separating vendor setup from accounts payable staffing, defines payment scope differences across payroll, reimbursements, refunds, fees, credit card and system payments, and recommends banking and general ledger system controls such as Positive Pay, audit trails, and controlled vendor inactivation. It also details a verification workflow for new vendors, including collecting required information, validating identity and tax identifiers, matching EIN/TIN to documentation, verifying banking details, using external resources, and handling cases that cannot be validated immediately.",{"@graph":63,"@context":118},[64,80,101],{"@type":65,"itemListElement":66},"BreadcrumbList",[67,71,74,77],{"item":68,"name":69,"@type":70,"position":9},"https://docshare.wps.com","Home","ListItem",{"item":72,"name":10,"@type":70,"position":73},"https://docshare.wps.com/template/",2,{"item":75,"name":11,"@type":70,"position":76},"https://docshare.wps.com/template/presentations/",3,{"item":78,"name":59,"@type":70,"position":79},"https://docshare.wps.com/template/vendor-payment-fraud-action-items-and-controls/303045/",4,{"url":78,"name":59,"@type":81,"image":82,"author":87,"headline":59,"publisher":90,"fileFormat":93,"inLanguage":57,"description":61,"dateModified":94,"datePublished":95,"encodingFormat":93,"isAccessibleForFree":96,"interactionStatistic":97},"DigitalDocument",{"url":83,"@type":84,"width":85,"height":86},"https://docshare.wps.com/thumbnails/vendor-payment-fraud-action-items-and-controls/303045.png","ImageObject",442,249,{"name":88,"@type":89},"Bintang","Person",{"url":68,"name":91,"@type":92},"DocShare","Organization","application/pdf","2026-10-06","2026-09-19",true,{"@type":98,"interactionType":99,"userInteractionCount":9},"InteractionCounter",{"@type":100},"ViewAction",{"@type":102,"mainEntity":103},"FAQPage",[104,110,114],{"name":105,"@type":106,"acceptedAnswer":107},"How should responsibilities be separated to reduce vendor payment fraud risk?","Question",{"text":108,"@type":109},"Separate vendor setup from A/P staff where possible so the person establishing vendor records is not the same group processing payments.","Answer",{"name":111,"@type":106,"acceptedAnswer":112},"What system controls are recommended for banking and accounting records?",{"text":113,"@type":109},"Use Positive Pay with Positive Payee verification and protocols for pulling back payments. Maintain general ledger controls including system audit trails of vendor changes and access controls for vendor information.",{"name":115,"@type":106,"acceptedAnswer":116},"What steps should be followed to verify new vendors before paying?",{"text":117,"@type":109},"Collect key information such as W-9 (TIN/EIN), address and contacts, and related contracts or documents. Review paperwork through departmental contacts, conduct business searches, match EIN/TIN, validate banking details, and plan payment handling if verification cannot be completed immediately.","https://schema.org",{"og:url":78,"og:type":120,"og:title":59,"og:site_name":91,"og:description":61},"article",{"robots":122,"canonical":78},"index,follow",{"doc_id":124,"site_id":56},303045,1791289248,{"code":4,"msg":5,"data":127},{"doc_id":124,"user_id":128,"nickname":88,"user_avatar":129,"doc_module":9,"category_id":8,"category_name":11,"doc_title":59,"doc_description":61,"doc_content":130,"file_id":131,"file_url":132,"file_type":133,"file_size":134,"view_count":135,"is_deleted":4,"is_public":9,"is_downloadable":9,"audit_status":9,"page_count":136,"language":137,"language_code":57,"site_id":56,"html_lang":57,"table_of_contents":138,"faqs":139,"seo_title":140,"seo_description":61,"update_tm":141,"read_time":135},962085564381,"https://ap-avatar.wpscdn.com/davatar_6f874abed73319feea01a86fa6f0fab8","VENDOR PAYMENT FRAUD  \nSarah Utsch, Stearns County Kate Dahl,  \nWright County  \nINTRODUCTION  \nSTEARNS  \nWRIGHT  \nSEGREGATION OF DUTIES  \n* Separate Vendor Set-Up from A/P Staff (If Possible) *  \nStearns County  \nStaff  \nAiogtdas“Vendo Maintenance Group”  \nWright County Procurement Analyst  \nSCOPE OF PAYMENTS  \nVendor Controls Different for Different Payments  \n• Payroll Employee Expense  \n• Reimbursements Refunds (Taxes, Licenses,  \n• Fees) Restitution Vendors Paid by Credit  \n• Card SSIS Payments Cost-Effective  \n• Insurance & Medicare Part B •  \n•  \nSYSTEM CONTROLS  \nBanking Controls  \n• Positive Pay + Positive Payee on Accounts  \n• Protocol for Pulling Back Payments  \nGeneral Ledger Controls  \n• System Audit Trails of Vendor Changes  \n• Access Controls Vendor Information  \n• Storage Ability to Inactivate Vendors •  \nNEW VENDORS: INFORMATION TO GATHER  \n\n| W-9 Form Tax Identification Number (TIN) or |\n| --- |\n| Employer Identification Number (EIN) Business Address & Contact Details |\n| Contracts & Documents from the Department |\n| Email & Phone Contacts |\n| Banking or Payment Information |\n|  |\n\nVERIFICATION PROCESS  \n1.Review Paperwork and Confirm Legitimacy through Departmental Contacts  \n2. Conduct Business Searches  \n• Google Maps Secretary of State Business  \n• Lookup  \n•  ([https://mblsportal.sos. mn.gov/Business/Search](https://mblsportal.sos. mn.gov/Business/Search) )  \nVERIFICATION PROCESS  \n3. EIN/TIN Matching 4. Direct Outreach for Validation of Banking Info  \n• Use Validated Contact Info.  \n• Ensuring it Matches the Form  \n• Validate Last 4 of Bank Acct  \n5. If Anything Cannot Be Validated, Have a Plan for Payment Until Verified  \nVERIFICATION RESOURCES  \n\n| MN Secretary of State (SOS) Vendor’s |  [https://mblsportal.sos. mn.gov/Business/Search](https://mblsportal.sos. mn.gov/Business/Search) |\n| --- | --- |\n| Website Verify with Invoice Approver | N/A N/A |\n| IRS Search for Tax-Exempt Organizations | [https://apps.irs.gov/app/eos/](https://apps.irs.gov/app/eos/) |\n| GuideStar (Non-Profit Organizations) | [https://www.guidestar.org/search?q=](https://www.guidestar.org/search?q=) |\n|  |  |\n| Securities & Exchange Commission (SEC) | [https://www.sec.gov/search-filings](https://www.sec.gov/search-filings) |\n| System for Award Mgmt System (SAMS) | [https://www.SAM.gov/search](https://www.SAM.gov/search) |\n| Stearns County Property Tax Search |  [https://propertyaccess.stearnscountymn.gov/Search](https://propertyaccess.stearnscountymn.gov/Search) |\n| GoDaddy WHOIS Domain Search | ~~  [https://www](https://www.godaddy.com/)~~[.](https://www.godaddy.com/)~~[godaddy](https://www.godaddy.com/)~~[.](https://www.godaddy.com/)~~[com](https://www.godaddy.com/)~~[/](https://www.godaddy.com/) |\n| Internal Revenue Service (IRS) TIN Match |  [https://www.irs.gov/tax-professionals/taxpayer](https://www.irs.gov/tax-professionals/taxpayer) identification-number-tin-matching |\n\nHUMAN SERVICES CLIENTS  \n Sometimes can use state systems to validate SSN and contact info  \nMore sensitive personal information than typical vendor  \nEnsure 1099 classification  \n Careful with bank and contact info changes  \n Work with Human Service client contact person to validate request","cbCaioylaL2A3zjL","https://ap.wps.com/l/cbCaioylaL2A3zjL","pdf",574719,7,19,"English","# Introduction\n## Segregation of Duties\n## Scope of Payments\n## System Controls\n## New Vendors: Information to Gather\n## Verification Process\n## Verification Resources\n## Human Services Clients","[{\"question\":\"How should responsibilities be separated to reduce vendor payment fraud risk?\",\"answer\":\"Separate vendor setup from A/P staff where possible so the person establishing vendor records is not the same group processing payments.\"},{\"question\":\"What system controls are recommended for banking and accounting records?\",\"answer\":\"Use Positive Pay with Positive Payee verification and protocols for pulling back payments. Maintain general ledger controls including system audit trails of vendor changes and access controls for vendor information.\"},{\"question\":\"What steps should be followed to verify new vendors before paying?\",\"answer\":\"Collect key information such as W-9 (TIN/EIN), address and contacts, and related contracts or documents. Review paperwork through departmental contacts, conduct business searches, match EIN/TIN, validate banking details, and plan payment handling if verification cannot be completed immediately.\"}]","Vendor Payment Fraud - Action Items and Controls | PDF",1789799774]