In order for a business or individual to receive payment from the State, an Address Book record must exist in the system.
To have an Address Book record added or changed, a request must be submitted to the AS State Accounting, Address Book Team.
The Address Book Role AB09 does not have the ability to submit Address Book Requests. An end user must have an Address Book role other than AB09 in order to access the Address Book Request application.
The Address Book Request application is used to request new Address Book records:
Vendor (V) – Procurement, PO’s, Contracts and Payments to Businesses, Entities, Vendors, Suppliers, and Individuals
Facility (F) – State Agency locations for Print Shop deliveries and mailing addresses, and IBT Processing
Customer (C) – Receivables Invoice Processing (outside of State Government) and Print Shop deliveries
Political Subdivision (VP) – Political Subdivision (city, county, etc.) that will receive payments from the State
Blind and Visually Impaired Client (BV) – Used only by the Commission for the Blind and Visually Impaired
Non-Employee (N) – Used only by Authorized Agents for System User Access
W-9 forms are to be submitted in advance of a vendor being added to the Address Book. The agency may still enter the vendor Address Book Request form but the request will be placed on temporary hold until the completed Substitute W-9 form is submitted to AS State Accounting via:
PREFERRED: An attachment to a request using the Address Book Request application
Substitute W-9 forms are required for the following:
New Vendors, Suppliers, Entities, or Businesses, including those using Social Security Numbers (SSN)
Change of Parent Company or DBA (Doing Business As) name – send request through as a Change rather than submitting an Add if the name change affects an existing Address Book record.
Change of Federal Tax ID number (FTIN/EIN) – again, send a change request if the information affects an existing Address Book record.
Payment Terms – Address Book records typically default to Net 30. Clientele payment terms can be applied to new records by selecting the Clientele Payment Terms checkbox. If necessary, Payment Terms can be changed on payment by payment bases by using the Special Handling field in Voucher Processing.