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You are here: APS Home → Finance → Accounts Payable → Vendors

Vendors

 

New vendors are only considered at the request of an APS school/location. Requests are not accepted directly from applicant vendors. If you are a contractor/business interested in receiving notification of requests for bids, please contact Leslie Poe, 505-878-6126, in the Procurement Department.

 

TO SET UP A NEW VENDOR

  1. Ask the applicant vendor for their W-9.
  2. Completely fill out the Vendor Request Form yourself (DO NOT SEND TO THE APPLICANT VENDOR). This current form is the only form accepted.
  3. Submit both the W-9 and Vendor Request Form together to the email or fax number on the form. (In some cases, you may be contacted to obtain additional information/business documents from the applicant vendor).
  4. After allowing 24 hours from the time you submit your request, you can find the vendor number in Lawson.

All vendor requests are usually processed within 24 business hours. In some cases the request must go before the Vendor Approval Committee for their consideration, so these requests can take up to 5 business days. All requests are approved or declined at the complete and sole discretion of the Vendor Approval Committee.

 

TO CHANGE AN EXISTING VENDOR'S NAME OR ADDRESS

  1. Ask the applicant vendor for their W-9.
  2. Completely fill out the Vendor Number Address Change Form
  3. Submit both the W-9 and Vendor Number Address Change Form together to the email or fax number on the form. (In some cases, you may be contacted to obtain additional information/business documents from the applicant vendor).
  4. After allowing 24 hours from the time you submit your request, you can find the updated vendor information in Lawson.

 

TO CHANGE AN EXISTING VENDOR'S CONTACT INFORMATION

  1. Completely fill out the Vendor Number Address Change Form
  2. Submit the Vendor Number Address Change Form to the email or fax number on the form. (In some cases, you may be contacted to obtain additional information/business documents from the applicant vendor).
  3. After allowing 24 hours from the time you submit your request, you can find the updated vendor information in Lawson.

 

VENDOR NUMBERS TO EMPLOYEES, CURRENT AND FORMER

APS does not, under any circumstances, issue a vendor number to an individual who is a former APS employee within one year of that individual’s termination of employment. Vendor Number requests for former employees will be considered by the Vendor Approval Committee only after the individual’s one-year lapse of APS employment.

Additionally, APS does not issue a vendor number to an individual who is a current APS employee, except for reimbursement purposes.  Any other type of payment through the Accounts Payable system will be disallowed. Payments for services provided by current employees should be submitted to payroll on a miscellaneous time sheet.

 

NEW MEXICO PROCUREMENT CODE

For APS to receive goods and/or services prior to having an approved purchase order is in violation of the New Mexico Procurement Code, Section 13-1-28 through Section 13-1-199, NM SA 1978, could constitute a possible audit finding, and is reportable to APS Internal Audit.

 

QUESTIONS?

Please contact Amanda Cochran with questions or for additional information.

 

ADDITIONAL DOCUMENTS/INFORMATION

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