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Requesting a New Vendor or Changing an Existing Vendor

Responsibilities for Vendor Request

GroupTask
School or Department Admin or Bookkeeper
  • Obtains the Vendor's IRS Form W-9 and any additional documents when required (see instructions in red on the Vendor Number Request/Update Form)
  • Completes the Vendor Number Request/Update Form (click here)
  • Submits the Vendor Number Request/Update Form, W-9, and any additional required documents as follows:
    • By fax to 505-830-0660
    • By email to
    • By interoffice mail to Amanda Boyle, Accounting
    • By delivery to Amanda Boyle, Accounting Department, 6600 Uptown Blvd NE, Suite 300 East, Albuquerque, NM 87110 (this physical address does not accept US Mail)
  • Follows up with the vendor regarding their payment. Vendors/teachers calling about their payments or with vendor setup questions will be directed back to the admin or bookkeeper at the school or department requesting the vendor.
Vendor
  • Submits the IRS Form W-9 (dated within the last 12 months) and any additional required business documents to the Albuquerque Public Schools department or school they are working with. New vendors are only considered at the request of an APS school/department. Vendors: please do not send your documents directly to Amanda Boyle.
Vendor Approval Committee
  • Meets weekly to consider all vendor requests
  • Issues new vendor numbers as appropriate
  • Changes/reactivates existing vendors as appropriate
  • Verifies vendors' City Business License and State Gross Receipts Tax Certificate, when required
  • Communicates the new vendor number, or change/reactivation of a vendor, to the school or department when completed

 

A vendor number is required for all payments. A Vendor Number Request/Update Form (click here) along with an IRS Form W-9 completed by the vendor is required for all new vendors or to change or reactivate an existing vendor.

Only the form above will be accepted. Any requests submitted on previous forms will be returned to the requester.

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.

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 Boyle with questions or for additional information.

 

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