Questions most frequently asked by our vendors. Don't see your question here? Please email KCTCS purchasing.
The KCTCS Substitute W9 requests additional information regarding the vendor's business classification to help KCTCS with reporting. It also provides the opportunity for indicating how purchase orders should be sent (fax/email), the ordering address with contact information and the associated remit to address information. The form also provides for the option to enroll for ACH direct deposit.
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A new Substitute W9 is required when changes are needed to the vendor's information currently on file. This would include change in tax ID number, change to vendor name, adding/changing an address or a change to the banking information.
KCTCS payment terms are Net 30 after receipt of an invoice. Once the invoice has been entered into our system and is matched to the Purchase Order and the receiving, payment will be generated. Delay in payment can be avoided by ensuring invoices for purchase orders are faxed (859-256-3118) or emailed to Accounts Payable, each invoice references a valid purchase order number and a remit to address. The invoice total must also match or be less than the purchase order total.
KCTCS runs a pay cycle each Friday with the exception of KCTCS institutional closings and holidays. To assist vendors with expediting payment and to improve operational efficiencies, KCTCS has the option for electronic payments using either ACH direct deposit or VISA credit card. Contact Kim freeman, KCTCS Accounts Payable, for more information.
Vendors actively doing business with KCTCS and receiving payments from KCTCS via check or ACH during the past two years are set to the status of “active” in our vendor database.
The vendor status in our database for vendors that have had no activity or transactions with KCTCS for a period of two (2) years is automatically set to “unapproved”. If a vendor’s status is set to “unapproved”, a new Substitute W9 will need to be submitted in order for the status to be set back to “active” status.
A new Substitute W9 form may be requested by KCTCS to be completed, signed and returned when updates or changes are needed to the current information entered in our database. Changes requiring a new Substitute W9 may include, but not be limited to, change in vendor name, change to employer identification number (EIN), change in ordering/ remit to addresses, change to ACH payment information. The “remit to” address submitted on a vendor’s invoice must be in the vendor database prior to payment processing.
KCTCS is tax exempt from the provision of the Kentucky six percent (6%) Sales and/or Use Tax on materials and equipment. Materials purchased by the contractor, for Construction renovation contracts are not exempt from sales tax. KCTCS also is entitled to exemption from Federal Excise Tax (excluding coal, gas guzzlers, and vaccines). Exemption certifications will be furnished to cover excise tax exemption where applicable and when requested by the contractor.
Foreign vendors will need to complete the W8-ECI or W8-BEN depending on how they are conducting business within the US.
IRS Tax Identification Number (TIN) matching is a database used to verify vendor reporting information. Vendor name vs. Tax ID Number/Employer ID Number. (TIN/EIN)
Because there could be various reasons for the no-match, you will need to reference your letter from the IRS or contact them directly to find out what the discrepancy is.