Requesting a New Vendor or Changing an Existing Vendor
Responsibilities for Vendor Request
|School or Department Admin or Bookkeeper||
|Vendor Approval Committee||
Important information about Vendor Approval Committee deadlines: All vendor requests must go before the Vendor Approval Committee for their consideration at their weekly meeting on Thursday mornings. All requests to be considered at the Vendor Approval Committee weekly meeting MUST be received by Amanda Boyle in the accounting office no later than 4:00 p.m. on Wednesdays (the day before the meeting). All requests are approved or declined at the complete and sole discretion of the Vendor Approval Committee.
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.
VENDOR NUMBER REQUESTS FOR TRAVEL REIMBURSEMENTS
Effective September 24, 2105, all new vendor number requests for reimbursements of travel costs to individuals, including employees and non-employees, must state the TAN (Travel Authorization Number) on the Vendor Number Request/Update Form.
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.
Please contact Amanda Boyle with questions or for additional information.