KY Vendor Self Service Registration Guide.pdf
PDF 1 MB Posted
- Attached to
- Event Stage and Accessories
- Solicitation number
- RFB 785 2500000236 1
- Issued by
- Elliott County, Kentucky
About this file
This is a vendor registration guide published by the Commonwealth of Kentucky that provides instructions for registering in the Kentucky Vendor Self Service (VSS) application. The guide outlines a step-by-step registration process for vendors seeking to do business with the state, including account creation, business information submission, address and contact details, and commodity code selection. The registration process requires vendors to establish a user account with credentials no longer than 16 characters, verify their email address, search for existing accounts using either a 9-digit EIN for companies or last name and last four digits of SSN for individuals, and complete business registration forms with all required information. Vendors must provide accurate address information for billing, ordering, and payment purposes, along with primary contact information and any additional contacts needed for specific functions. The process culminates in a summary review screen where vendors can verify all entered data before final submission, after which they receive a vendor code upon completion.
Following submission, the Kentucky Finance Customer Resource Center verifies vendor name and Taxpayer Identification Number information against Internal Revenue Service records using an online matching tool. If the name and TIN combination does not match IRS records, vendors must submit an IRS Letter 147C, CP575A, CP575G, or CP261 to complete verification. Vendors remain in an inactive status until reviewed and approved, at which point they receive confirmation via email. The guide notes that commodity codes and business type selection are optional but recommended to receive notifications of upcoming solicitations matching those categories. Additionally, vendors can establish direct deposit payments through the Authorization of Electronic Deposit form (SAS63) available on the congratulations page. Technical support is available through the Finance Customer Resource Center at Finance.CRCGroup@ky.gov or 877-973-HELP during business hours, while solicitation-specific questions should be directed to the buyer listed on the relevant solicitation.
View the file
Other files
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
KENTUCKY VENDOR SELF SERVICE REGISTRATION GUIDE [AUTHOR]
COMMONWEALTH OF KENTUCKY
VENDOR SELF SERVICE REGISTRATION GUIDE
PAGE 1 | 11
This quick reference guide provides an overview of vendor registration in the Kentucky
Vendor Self Service (VSS) Application. VSS allows you, as a vendor to manage your own
Account Information, Respond to Published Solicitations, as well as view your Financial
Transactions.
Kentucky Vendor Self Service can be accessed at: https://vss.ky.gov
If you have technical issues or specific questions regarding the application, please reach out to the Finance Customer Resource Center at Finance.CRCGroup@ky.gov or by calling 877-973-HELP Monday through Friday, 8:00 a.m. to 4:30 p.m. (EST)
For Solicitation or Contract questions and support, contact the buyer listed on the
Solicitation or Contract.
1. Go to https://vss.ky.gov and click the Sign Up button at the top right or bottom center of the application.
https://vss.ky.gov/ mailto:Finance.CRCGroup@ky.gov
PAGE 2 | 11
2. On the Sign Up screen, complete the required fields then click send verification code.
Please Note:
-The User ID and Password length cannot be greater than 16 characters.
-Once you enter your email address, the “Send Verification Code” button will appear.
3. A Confirmation notification indicates an email verification code has been sent, Click Continue
PAGE 3 | 11
4. Retrieve the email verification code from your email. Copy and Paste it into the
Email Verification Code field on VSS.
5. Click User Agreement Policy to Read the User Agreement, click OK to collapse the agreement and Check the Box to agree.
PAGE 4 | 11
6. Click Sign Up at the top right
7. Completed: User Sign Up notification indicates Next Step: Search for your account, Click Continue
PAGE 5 | 11
8. On the Search for Existing Account screen, in the Search Type section, select
Company or Individual
- If organization type selected is Company, Enter the 9-digit EIN Taxpayer
Identification Number (TIN) according to your IRS Form W-9 (no dashes).
- If organization type selected is Individual, enter your Last Name & Last 4 digits of Taxpayer ID (SSN).
9. Click Search
10. The search results will display in the pane below. There is a “Has your account been found and listed above” section to help guide you.
If No Records Found, click New Registration at the bottom of the screen.
Note: If your company name does appear, then you are likely already a vendor doing business with Kentucky and need to use the “Activate an Existing Vendor
Account” reference guide to activate the online portion of your vendor account.
PAGE 6 | 11
As you complete each step and move to the next step, the system will check for errors.
If there are errors, a highlighted error notification message will be displayed at the top of the page. You must correct the errors indicated before continuing to the next step.
11. On the Business Registration screen, complete the requested information in the Account Information section.
Based on selection criteria entered, fields displayed will vary.
Scroll down the page to ensure you complete all required information.
12. Click Continue
Note: As you navigate through Screens 1 - 4 a green check mark will indicate completed sections
PAGE 7 | 11
13. On the Address Information screen ensure all informaiton is accurate.
14. If an additional address for Ordering (contracts & purchase/delivery orders) or
Payment (i.e., lockbox) is needed, uncheck the corresponding box and enter corresponding address
Note: Billing information is not required to be a vendor and should be left checked
PAGE 8 | 11
15. Ensure Primary Contact Information is correct. If an additional contact for
Ordering (contracts & purchase/delivery orders) or Payment (i.e., EFT email notifications) is needed, uncheck the corresponding box and enter corresponding contact information.
16. Click Continue
Note: On the Business Information Screen, Location Verification infers as ‘Use My TIN’
PAGE 9 | 11
17. Within the Commodities section, click Find Commodity/Service Codes button
On the Find Commodity/Service Codes screen, search and Check commodities which correspond to the service or goods your company can provide. You will then be notified of upcoming solicitations referencing those commodity codes.
Note: Commodity codes are optional and not required to complete your registration
A complete listing of commodity codes can be found on the VSS Homepage under Download Vendor Forms and Quick
Reference Guides
PAGE 10 | 11
18. Click Find Business Types Check associated types from the list, click OK
19. Click Continue
20. On the Summary Information screen, review the information you’ve entered to verify all data is accurate and complete. If you need to edit any information in a section, click the Edit button that corresponds to the section. When you’re finished with updates, click the Submit Registration button to finalize your registration.
PAGE 11 | 11
A Congratulations! Screen indicates you have completed the registration process.
Your Vendor Code is Provided Here
Once submitted the Finance Customer Resource Center (CRC) will verify the Name &
TIN information provided by the vendor utilizing the Internal Revenue Service (IRS) online matching tool. If the Name/TIN combination does not match IRS records, the
Finance CRC will request an IRS Letter 147C, CP575A, CP575G, or CP261 to be submitted by email. Vendors who have not provided a valid Legal Name & TIN will be placed on VSS Rejected status until such time a valid TIN combination has been provided. Your vendor status will show Inactive until reviewed.
You will receive a confirmation email once rejected or approved.
If you would like to setup Direct Deposit Payments, please complete the form
(Authorization of Electronic Deposit - SAS63) located on the Congratulations Page.
It can also be found on the VSS Login Page under Download Vendor Forms.
For assistance with updating and maintaining your vendor account, go to the Welcome to Kentucky Vendor Self Service Homepage https://vss.ky.gov
Click on Download Vendor Forms and Quick Reference Guides to locate the “Managing
Your Vendor Account” reference guide.
File details come from the government source that posted it. Updated .