Exhibit 1_Vendor Registration Information.pdf

WV PUBLIC EMPLOYEES INSURANCE AGENCY WV RETIREE HEALTH BENEFIT TRUST

VENDOR INFORMATION

VENDORS MUST COMPLETE *ALL THREE* REGISTRATIONS BELOW BEFORE AN AWARD DOCUMENT CAN

BE FINALIZED, UNLESS SPECIFICALLY TOLD OTHERWISE.

VENDORS MAY REGISTER WITH THE WV SECRETARY OF STATE AND THE WV TAX DEPARTMENT

SIMULTANEOUSLY, BUT OASIS VENDOR REGISTRATION IS A SEPARATE AND DISTINCT PROCESS.

Contents:

1. WV State Vendor Registration (VSS, wvOasis)

2. WV Secretary of State Registration

3. WV Tax Department Registration

4. Vendor Invoice Requirements

WV STATE VENDOR REGISTRATION

Vendors doing business with the State of West Virginia are required to register with WV Oasis.

This consists of [at minimum]: (A) registration in the VSS system (either manually or by paper application), (B) submission of a W-9 to the State Finance Division, (C) disclosure of at least two officers and banking information, and (D) payment of a $125 vendor registration fee (annually, more information below).

Vendors may register in one of the following ways:

1. Vendor Self Service (VSS)

VSS Link: https://prod-fin-vss.wvoasis.gov/webapp/prdvss11/AltSelfService

VSS FAQ: http://www.state.wv.us/admin/purchase/VendorReg.html

Help: wvOasis Help Desk helpdesk@wvoasis.gov

304-558-6708

2. Vendor Registration and Disclosure Statement and Small, Women-, and Minority-Owned Business Certification Application

Download: http://www.state.wv.us/admin/purchase/vrc/wv1.pdf

Send to: Purchasing Division – Vendor Registration

2019 Washington Street East

Charleston, WV 25305-0130

Exemption to the $125 Vendor Registration Fee – In very specific situations, the fee may be waived for vendors providing goods/services to the State of West Virginia. This exemption only applies to specific transactions. If a vendor provides an exempt service, but then wishes to provide a non-exempt service, they are required to pay the registration fee before an award can be made for a non-exempt service.

Some vendor services solicited by PEIA will qualify for this exemption, and some will not. If a vendor is unsure whether they need to pay the fee, they can contact the PEIA Procurement Officer.

WV SECRETARY OF STATE REGISTRATION

Registration with the WV Secretary of State’s Office is required for all Vendors doing business with the State of West Virginia and may incur a fee of $100.00 depending on the business registration category.

Business registration with the Secretary of State falls into one of Two (2) categories:

a. Domestic (formed in West Virginia), or

b. Foreign (formed out-of- state)

Vendors may complete an Application for Exemption from Certificate of Authority with the

WVSOS if you feel your company qualifies. Please mail the completed form and include a check for $25.00, made payable to WVSOS, along with a copy of the company’s home state issued

Certificate of Good Standing / Certificate of Corporation.

http://www.sos.wv.gov/business-licensing/forms/Documents/Corporation/cf-2.pdf

You may contact the WV Secretary of State’s Office with your questions @ 304-558-6000

The WV TAX DEPARTMENT

All entities doing business in the State of West Virginia must be registered with WV TAX and pay a one-time fee of $30.00.

An exemption with WV Secretary of State does not mean you are exempt from registering with the WV Tax Department.

If you need to speak to someone at the West Virginia Tax Department, please call 304-558-8683.

NOTE:

You may use the Business4WV website to register with the WV Secretary of State and the WV Tax

Department simultaneously at http://www.business4wv.com. Please note there is a one-time fee of $130.00.

http://www.sos.wv.gov/business-licensing/forms/Documents/Corporation/cf-2.pdf http://www.business4wv.com/

VENDOR INVOICE REQUIREMENTS

Vendor invoices must contain the correct information before being presented to the State for payment. Failure to include any required elements will delay payment until the vendor sends a corrected invoice to PEIA. The full Legislative Rule can be found in “Rules for Auditing – Title

155-01”, available at https://www.wvsao.gov/Auditing/Default.

Common issues that delay payment:

1. Itemization – Detailed itemization of all charges must be included. This includes specific dates of service, if necessary, or copies of receipts/receiving reports from third party transactions if necessary.

2. Vendor Information – Vendor name and remit-to address must appear on the invoice.

This information must match exactly what is in the wvOasis system. This includes any name add-ons such as “Inc.” or “LLC”.

3. Contract Award Information – Reference to the specific contract award should be included to expedite payment. This includes the Contract Award Number (i.e. AMA PEIxxxx, ACT PEIxxxx, etc), Change Order number if applicable, and specific commodity/service line number.

Any questions regarding invoice requirements can be directed to PEIAAccountsPayable@wv.gov.