Sent to users August 31, 2023.  Attachments updated for FY24 updates. 


The Finance department has updated the ‘Vendor Application’ and the ‘Vendor ACH Authorization’ forms. Both are attached for your use.  Please delete or recycle the forms you may be currently using and begin using these forms immediately. 

 

Below is a summary of updates and reminders to help vendor requests be processed as efficiently as possible:  

  • Updates on the Vendor Application and Vendor ACH Authorization forms include:
    • Highlighting the need for a voided check or bank letter in addition to the Vendor ACH Authorization form.  Without the letter or voided check, the vendor account cannot be set up for EFT/ACH.
    • Removing the Help Desk point of contact for questions (this is an internal only option) and referring vendor questions back to their original Deschutes County point of contact.

 

  • The 2023 Employee Reimbursement form is also attached for your use.  We have been receiving forms with an outdated mileage reimbursement rate.  Unfortunately, that results in Finance having to Reject the reimbursement request so it can be resubmitted with the correct rate (Rate for 2023 is $0.655 per mile).  If you have forms that have any other mileage reimbursement rate on them, please recycle or delete them and begin using the new form immediately.  As always, the best place to find the most current forms is on InsideDC

 

  • Please ensure that the vendor has fully completed their W9, including:
    • Signing the form
    • Printing legibly
    • Selecting the appropriate box in Section 3 of the form. Forms that do not have Section 3 completed will have to be returned to the vendor for completion, delaying vendor setup. 

 

  • Address abbreviations and punctuation – we are making great strides to update all vendor addresses to comply with USPS standards – this helps prevent mail being returned which causes vendor payment delays, and additional postage costs and fees for improper addressing.

Here are some helpful tips for creating or entering addresses:

  1. Enter the person/company address in UPPERCASE letters.
  2. Do not use punctuation (periods, commas, #, etc.).
  3. Use the USPS standardized 2-3 letter abbreviations for Street (ST); Drive (DR); Avenue (AVE); Circle (CIR); Court (CT); Place (PL); Road (RD)Suite (STE), etc.  
    1. The exceptions are Way (WAY) and Loop (LOOP).
    2. The unique one is Highway.  The abbreviation changes depending on placement in the address.  
  1. If Highway is at the end of the address (123 Old Bend Redmond Highway) it would be HWY.  
  2. If Highway is in the middle of the address (123 Highway 97) then it is spelled out as HIGHWAY.
  1. The complete list can be found at:  USPS Addressing

 

  • Please only submit tickets to help.munis@deschutes.org for vendors when it is an urgent request, you are having issues with TylerERP, or you need to share unique information related to the vendor. The Sr. Accounting Techs are processing vendors using TylerERP workflow and don’t need to be notified via the helpdesk that a vendor update has been entered. Standard processing time for vendor updates is 1 week.   

 

As always, please let us know if you have any questions or needs. We certainly appreciate your hard work!