Topic:
Vendor Registration
Forms Required:
WV-1 or WV-1A and
IRS Form W-9
All forms listed are available from the Internal Operations website.
Authority:
West Virginia State Code §5A-3-12
West Virginia Code of State Rules §148-1-6
IRS Form W-9 does not fall under the authorities listed above, but
rather under the authority of various Federal laws, rules, etc.
Special Note:
Procedures:
ALL FORMS
Vendor must legibly complete, preferably in blue ink, all sections
of applicable forms (except Part II of the WV-1A form.) Only
forms bearing original signatures of the vendor will be accepted
(i.e. stamped or font signatures, etc. will not be accepted).
Forms completed by persons other than the vendor will not be
accepted. Any guidance provided by the person requesting the
information may only be communicated to the vendor in one of the
two following manners (i.e. staff may not complete any part of the
form, nor modify any form):
 only verbally communicated to the vendor or
 submitted in writing to the vendor on a separate form,
clearly, permanently, and obviously marked “SAMPLE.”
Vendors are to list their “contracting” address (where
correspondence related to bidding and contract awards should be
mailed) on the WV-1 or WV-1A forms and their “remit to” address
(where payments are to be mailed) on the W-9 form.
WV-1
Vendors must complete the WV-1 form and submit with an annual
registration fee in the amount designated on the form, made
payable to the “State of West Virginia.” WV-1 forms are to be
submitted directly to the Purchasing Division in accordance with
the instructions on the face of the form.
WV-1A
The WVDOE requesting office must complete, as appropriate, the
State Agency and Address sections on page 1 of the WV-1A form
and questions 1, 2, and 3 in Part II (located at the bottom of the
second page of the form). The State Agency Procurement Officer
Signature section must remain blank and will be completed upon
the vendor returning the form to the WVDOE by appropriate staff
in the Office of Internal Operations.
12/1/2011
Vendors may be exempt from the respective registration fee if one
of the two following exceptions applies:
 the amount of goods/services being purchased are less than
$1,000 or
 the goods/services desired are considered a noncompetitive purchase.
Vendors meeting at least one of these exceptions will complete the
WV-1A form (in lieu of the WV-1 form) in accordance with the
“ALL FORMS” section above and return to the WVDOE office
which requested the form.
Decisions as to what are considered non-competitive and
determination of the $1,000 limit will be determined by Office of
Internal Operations and/or Purchasing Division policy.
W-9
Do not enter any information in the “Requester’s Name” box on
the right of the form. This section of the form must remain blank
or the forms will be returned and not processed by the Department
of Administration. Vendors must complete this IRS form in
accordance with the “ALL FORMS” section above and return to
the WVDOE.
Address Changes
When a vendor’s address changes, the vendor must complete and
submit new versions of the appropriate form(s) reflecting the
change.
Vendor Status Verification
Before acceptance of any bid received from a vendor and/or
issuance of any purchase order/agreement/stipend contract or other
contractual document to a vendor, the Office of Internal Operations
must verify that the vendor is properly registered with the
Purchasing Division.
Before issuance of any payment to a vendor, the Office of Internal
Operations must verify that the vendor is properly registered in the
FIMS vendor file in order that the WVDOE be in compliance with
State of West Virginia policy regarding appropriate tax reporting.
Note that access to information in the State’s databases is restricted
to verify information provided by the vendor. It is never to be used
to complete forms or as a source of vendor information.
Except as allowed for in West Virginia Code, the Office of Internal
Operations shall not be responsible for finance charges, late
payment fees, legal fees etc. due to the vendor’s improper
registration status.
12/1/2011