Agency Services

Vendor Payee Forms for U.S. individuals, businesses and political subdivisions

Substitute IRS Form W-9 SFN 53656 (84kb pdf) Use this form if you are a U.S. person or U.S. business that requires payment from a state agency. If you would like to participate in state solicitations (i.e. requests for proposals (RFP) and invitation to bid (ITB or IFB), do not complete this form. Instead, you must register to become an approved bidder.

IRS Form W-9 (pdf 01-2011) Use this form if you are a U.S. person or U.S. business that requires payment from a state agency and you wish only to be paid by check.

Political Subdivision SFN 54311 (312kb pdf)

This form is used for the following U.S. entities:

Cities

Counties

Government Agencies (federal or state)

Schools

Universities (state)

Bidder List Application for a US Based Business SFN53655 (349kb pdf) Use this form if you are a U.S. person (individual) or U.S. business that wishes to receive notice of state solicitations for goods and services (i.e. requests for proposals (RFPs) or Invitation to Bid (ITB or IFB) notices.

In addition, most businesses qualifying to be vendors to the State of North Dakota must also register with the North Dakota Secretary of State to become an approved vendor and a qualified bidder. (See NDCC, Section 54-44.4-09.) That registration must remain in force to remain an approved vendor and a qualified bidder. To verify your company's registration with the Secretary of State and obtain your Secretary of State ID Number, conduct a Business Records Search. The registration with the Secretary of State varies for different types of businesses and registration fees apply. Most registration forms are available on the Secretary of State's web site. Contact the Secretary of State's office for forms, additional information, or assistance by calling 701-328-4284.

Vendor Payee Forms for Foreign (non U.S.) individuals, businesses and political subdivisions

The IRS supplies four different W-8 forms to certify foreign status. Select the appropriate form for your type of business:

IRS Form W-8BEN (349kb pdf)- Certificate of Foreign Status of Beneficial Owner for U.S. Tax Withholding. Payees outside of the U.S. do not need a U.S. taxpayer ID to complete this form. Instructions: http://www.irs.gov/pub/irs-pdf/iw8ben.pdf

IRS Form W-8ECI (349kb pdf)– Certificate of Foreign Person’s Claim That Income Is Effectively Connected With the Conduct of a Trade or Business in the United States. This form requires the payee to have a valid U.S. taxpayer ID. Instructions: http://www.irs.gov/pub/irs-pdf/iw8eci.pdf

IRS Form W-8EXP (349kb pdf)– Certificate of Foreign Government or Other Foreign Organization for U.S. Tax Withholding. Instructions: http://www.irs.gov/pub/irs-pdf/iw8exp.pdf

IRS Form W-8IMY (349kb pdf)– Certificate of Foreign Intermediary, Foreign Flow-Through Entity, or Certain U.S. Branches for U.S. Tax Withholding. Instructions: http://www.irs.gov/pub/irs-pdf/iw8imy.pdf

You may want to refer to the "Instructions for the Requester of Forms W-8BEN, W-8ECI, W-8EXP, and W-8IMY" for further comparisons and explanations of the different forms to use.

Foreign Bidder List Application SFN 58731 (724kb pdf) Use this form if you are a foreign person (individual) or foreign (organized outside the U.S.) business that wishes to receive notice of state solicitations for goods and services (i.e. requests for proposals (RFP's) or Invitation to Bid (ITB or IFB) notices. In addition to submitting the Foreign Bidder List Application SFN58731, foreign (outside the U.S.) applicants must submit the appropriate IRS Form W-8.

Thirdly, most businesses qualifying to be vendors to the State of North Dakota must also register with the North Dakota Secretary of State to become an approved vendor and a qualified bidder. (See NDCC, Section 54-44.4-09.) That registration must remain in force to remain an approved vendor and a qualified bidder. To verify your company's registration with the Secretary of State and obtain your Secretary of State ID Number, conduct a Business Records Search. Registration with the Secretary of State varies for different types of businesses and registration fees apply. Most registration forms are available on the Secretary of State web site. Contact the Secretary of State office for forms, additional information, or assistance by calling 701-328-4284.

Vendor Change Forms

Changes to vendor and approved bidder records must be completed by a duly authorized officer of the company.

ACH (Direct Deposit SFN 51620 (84kb pdf). Add Direct Deposit or make changes to your record. This form may be mailed, faxed or emailed to Vendor Registry to the address, fax or email located on the bottom of the form..

Bidder Profile Notification of Change SFN 54308 (227kb pdf). Use this form only if you are a registered bidder to add/change the bid contact person contact information or to make additions/deletions to your commodity codes. This form may be mailed, faxed or emailed to the State Procurement Office to the address, fax or email located on the bottom of the form.

For any other change (legal or business name change, taxpayer identification number or federal employer identification number change) please complete a Substitute IRS Form W-9 SFN 53656 (85kb pdf).

State Agency Forms

PeopleSoft Financial Security Access Request Form SFN 54418 (94kb pdf) State agency managers should use this form to request access to the PeopleSoft Financial database.

Fax Cover Sheet (172kb pdf) A work order must still be logged in the Vendor Request Work Order System for your request to be processed.