[{"data":1,"prerenderedAt":-1},["ShallowReactive",2],{"doc-seo-168663-105":3,"detail-sidebar-cat-1-en-105":80,"doc-detail-168663-en":126},{"code":4,"msg":5,"data":6},0,"ok",{"site_id":7,"language":8,"slug":9,"title":10,"keywords":11,"description":12,"schema_data":13,"social_meta":73,"head_meta":75,"extra_data":77,"updated_unix":79},105,"en","vendor-policy-vendor-setup-maintenance","Vendor Policy - Vendor Setup & Maintenance","","Vendor Policy defines requirements and operating procedures for the Vendor Management Team at [Your Company Name]. It establishes safeguards that maintain the quality and integrity of the vendor master file within Accounting System/ERP(s). The policy specifies how vendors are defined, assigned responsibilities across AP and finance roles, and documents internal control expectations for new vendor setup, segregation of duties, and restricted access to vendor account creation. 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Processing should follow segregation of duties, and creating vendor accounts in the ERP should be restricted to designated authorized 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Purpose/Overview:\t\u0013 PAGEREF _Toc98409164 \\h \u00144\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc98409165\" \u00142.0 Policy Scope\t\u0013 PAGEREF _Toc98409165 \\h \u00144\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc98409166\" \u00143.0 Definitions\t\u0013 PAGEREF _Toc98409166 \\h \u00144\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc98409167\" \u00144.0 Responsibilities\t\u0013 PAGEREF _Toc98409167 \\h \u00144\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc98409168\" \u0014AP Supervisor\t\u0013 PAGEREF _Toc98409168 \\h \u00144\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc98409169\" \u0014Vendor Relations Specialist\t\u0013 PAGEREF _Toc98409169 \\h \u00144\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc98409170\" \u0014Data Entry Vendor Specialist\t\u0013 PAGEREF _Toc98409170 \\h \u00144\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc98409171\" \u0014AP Manager\t\u0013 PAGEREF _Toc98409171 \\h \u00144\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc98409172\" \u0014Controller -\t\u0013 PAGEREF _Toc98409172 \\h \u00144\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc98409173\" \u0014Chief Financial Officer (CFO)\t\u0013 PAGEREF _Toc98409173 \\h \u00144\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc98409174\" \u00145.0  Internal Controls\t\u0013 PAGEREF _Toc98409174 \\h \u00145\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc98409175\" \u0014New vendor set-up form\t\u0013 PAGEREF _Toc98409175 \\h \u00145\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc98409176\" \u0014Segregation of Duties\t\u0013 PAGEREF _Toc98409176 \\h \u00145\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc98409177\" \u0014Restricted access -\t\u0013 PAGEREF _Toc98409177 \\h \u00145\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc98409178\" \u0014IRS Form W-9\t\u0013 PAGEREF _Toc98409178 \\h \u00145\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc98409179\" \u00141099 Reporting -\t\u0013 PAGEREF _Toc98409179 \\h \u00145\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc98409180\" \u0014Vendor and Employee Records Monitoring -\t\u0013 PAGEREF _Toc98409180 \\h \u00145\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc98409181\" \u0014IRS TIN Matching Program\t\u0013 PAGEREF _Toc98409181 \\h \u00146\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc98409182\" \u0014Vendor Master File – Data Review\t\u0013 PAGEREF _Toc98409182 \\h \u00146\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc98409183\" \u00146.0 Vendor Approvals\t\u0013 PAGEREF _Toc98409183 \\h \u00146\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc98409184\" \u00147.0 Excluded or One-Time Vendors\t\u0013 PAGEREF _Toc98409184 \\h \u00146\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc98409185\" \u0014Hotels\t\u0013 PAGEREF _Toc98409185 \\h \u00146\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc98409186\" \u0014Restaurants\t\u0013 PAGEREF _Toc98409186 \\h \u00146\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc98409187\" \u0014One-Time Vendors\t\u0013 PAGEREF _Toc98409187 \\h \u00146\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc98409188\" \u00148.0 Required Documents\t\u0013 PAGEREF _Toc98409188 \\h \u00147\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc98409189\" \u0014New Vendor Add\t\u0013 PAGEREF _Toc98409189 \\h \u00147\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc98409190\" \u0014Existing Vendor Change\t\u0013 PAGEREF _Toc98409190 \\h \u00147\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc98409191\" \u00149.0 How to Submit A Request to The Vendor Team\t\u0013 PAGEREF _Toc98409191 \\h \u00147\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc98409192\" \u0014Email Address\t\u0013 PAGEREF _Toc98409192 \\h \u00147\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc98409193\" \u0014In-House Portal / Ticketing System\t\u0013 PAGEREF _Toc98409193 \\h \u00147\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc98409194\" \u0014Vendor Self-Registration Portal\t\u0013 PAGEREF _Toc98409194 \\h \u00147\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc98409195\" \u001410.0 Service Level Agreement (SLA) Timelines\t\u0013 PAGEREF _Toc98409195 \\h \u00147\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc98409196\" \u0014Normal\t\u0013 PAGEREF _Toc98409196 \\h \u00147\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc98409197\" \u0014Expedited/Urgent\t\u0013 PAGEREF _Toc98409197 \\h \u00147\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc98409198\" \u0014Escalation Process\t\u0013 PAGEREF _Toc98409198 \\h \u00147\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc98409199\" \u001411.0 Non-Adherence to Vendor Policy\t\u0013 PAGEREF _Toc98409199 \\h \u00148\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc98409200\" \u001412.0 Payment Terms Selected\t\u0013 PAGEREF _Toc98409200 \\h \u00148\u0015\u0015\n\u0013 HYPERLINK \\l \"_Toc98409201\" \u001413.0 Version History\t\u0013 PAGEREF _Toc98409201 \\h \u00148\u0015\u0015\n\u0015\u0004\n\u000f\n1.0 Purpose/Overview:\nThe purpose of the Vendor Policy is to provide define requirements and procedures for the Vendor Management Team in [Your Company Name]. These procedures are intended to provide safeguards for maintaining the quality and integrity of the vendor master file in the Accounting System/ERP(s).\n2.0 Policy Scope\nThis policy applies to all the divisions of the Company involved in vendor relations.\n3.0 Definitions\nDefinitions:\nAP means Accounts Payable\nPO means purchase order\nVendor means a business or individual that provides a product or service to [Your Company Name].\n4.0 Responsibilities\nAP Supervisor - responsible for","cbCaib5gkNNGsd15","https://ap.wps.com/l/cbCaib5gkNNGsd15","docx",48795,8,"English","# 1.0 Purpose/Overview\n# 2.0 Policy Scope\n# 3.0 Definitions\n# 4.0 Responsibilities\n## AP Supervisor\n## Vendor Relations Specialist\n## Data Entry Vendor Specialist\n## AP Manager\n## Controller\n## Chief Financial Officer (CFO)\n# 5.0 Internal Controls\n## New Vendor Set-up Form\n## Segregation of Duties\n## Restricted access","[{\"question\":\"What is the purpose of the Vendor Policy at [Your Company Name]?\",\"answer\":\"The policy provides defined requirements and procedures for vendor management, ensuring safeguards that protect the quality and integrity of the vendor master file in the Accounting System/ERP(s).\"},{\"question\":\"Which roles are responsible for vendor setup and maintenance tasks?\",\"answer\":\"Responsibilities are assigned to roles including the AP Supervisor, Vendor Relations Specialist, Data Entry Vendor Specialist, AP Manager, Controller, and the CFO, covering database management, account creation, documentation review, and internal control oversight.\"},{\"question\":\"What internal controls are required when adding a new vendor account?\",\"answer\":\"New vendor accounts require a completed and signed set-up form approved by the appropriate authority level. Processing should follow segregation of duties, and creating vendor accounts in the ERP should be restricted to designated authorized persons.\"}]","Vendor Policy - Vendor Setup & Maintenance | DOCX"]