Updated Vendor Process

Edited 8/1/18: vendor_instructions.pdf no longer reflects the current workflows, so the document has been removed. This announcement remains for historical purposes.

From: Lange, Lorie - DWD
Sent: Wednesday, August 05, 2015 3:11 PM
Re: Vendor Process Changes

Subject - Updated Vendor Process

Effective Immediately

Updated instructions with new information highlighted in green and new links to the forms


Department of Administration (DOA) has indicated to DWD that only the W9 form is needed for new OJT vendors. New OJT vendors do not need to submit the new DOA-6457 form. The instructions have been updated with changes highlighted in green. Please remember to indicate when the new vendor is for an OJT by writing it on top of the W9 form and indicating in the email to DO Vendors.

We also received advice into Section 7 and Section 8 on the DOA-6457 form. DOA will accept forms without those sections completed. This may change at a later date, but for now this is good news and you can let vendors know when the forms are provided to them. We also received clarification that vendor signatures are required.

The instructions also include the direct links to the DOA forms on their website. Please use these links, rather than old versions of the form. If an old form is used, you may be asked to have completed on the current form.

From: Lange, Lorie - DWD
Sent: Friday, July 03, 2015 1:33 PM
Subject: Vendor Process Changes

Subject – Vendor Process Changes

Effective - Immediately

As mentioned in the State Fiscal Year Instructions, the Department of Administration has decided to maintain control of adding and updating vendors in the state's accounting system, WiSMART. Last week we were informed of changes to that process, specifically the addition of new DOA forms. Although these changes were effective June 26th, we have needed this past week to finalize the process and details with DOA and DWD Finance. Please proceed with this process for any vendor updates going forward.

DVR staff should continue to add new vendors and changes directly into IRIS, and additionally facilitate the completion of the appropriate form(s) for submittal to DWD DO Vendors.

Attached are updated instructions with links to the new forms. Please note the W9 form to be used is the version provided by DOA. The forms for a change of vendor name or tax identification number is still under revision by DOA. If you have this situation before the forms are available, submit the updated W9 and explain the situation to DWD DO Vendors and they will coordinate with DOA.


Thank you for your attention and patience for this updated process. The process may be tweaked as DOA and/or DWD Finance see fit, and the process will change again when STAR is implemented.

Please let your Supervisor and Fiscal Expert know if there are any questions and I will be happy to assist.

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