The state of ND Payee Portal is used by businesses and individuals registering for a Supplier Identification (ID) number to receive payment from the State and Bidders List registration. Contact Vendor Registry or 701.328.2773 for assistance.
Supplier ID Online Application
Businesses and individuals who will receive payments from the state must obtain a Supplier Identification (ID) number using the Online Application.
- Complete five short pages requesting your company or name, address, contact information and tax identification number (TIN or SSN).
- View Quick Help Guide. (1 MB pdf)
- Choose and complete the appropriate IRS US W-9 or Foreign W-8 form below. Attach this form to your application when submitting.
- The Vendor Registry Office will contact you using email used on your application if there are questions regarding your registration.
- Once approved, you will receive an email with your assigned Supplier ID.
- To expedite your payment, let the agency issuing payment know when you have received your approved Supplier ID. This should not be confused with your Registration ID (provided upon submitting your registration application).
Payee (Vendor) Forms for U.S. Individuals, Businesses and Political Subdivisions
- The IRS Form W-9 (10/2018) form is used for a U.S. person or U.S. business.
- The SFN 53656 Substitute IRS Form W-9 form is used for a U.S. person or U.S. business that requires payment from a state agency.
- The SFN 54311 Political Subdivision form is used U.S. entities, including cities, counties, government agencies (federal or state), schools and universities (state).
Payee (Vendor) Forms for Foreign (Non-US) Individuals, Businesses and Political Subdivisions
Generally, 30% must be withheld 30% from the gross amount paid to a foreign payee unless you can reliably associate the payment with valid documentation that establishes either of the following.
- The payee is a U.S. person.
- The payee is a foreign person that is the beneficial owner of the income and is entitled to a reduced rate of withholding. IRS recommends obtaining proper documentation before making a payment.
The IRS supplies four different W-8 forms to certify foreign status. Select the appropriate form for your type of business:
- Certificate of Foreign Status of Beneficial Owner for U.S. Tax Withholding (Individuals) IRS Form W-8BEN. Payees outside of the US do not need a U.S. taxpayer ID to complete this form. IRS instructions on completing form.
- Certificate of Status of Beneficial Owner for U.S. Tax Withholding (Entities) IRS Form W-8BEN-E. IRS instructions on completing form.
- Certificate of Foreign Person’s Claim that Income is Effectively Connected with the Conduct of a Trade or Business in the United States IRS Form W-8ECI. This form requires the payee to have a valid U.S. taxpayer ID. IRS instructions on completing form.
- Certificate of Foreign Government or Other Foreign Organization for U.S. Tax Withholding IRS Form W-8EXP. IRS instructions on completing form.
- Certificate of Foreign Intermediary, Foreign Flow-Through Entity, or Certain U.S. Branches for U.S. Tax Withholding IRS Form W-8IMY. IRS instructions on completing form.
You may want to refer to the IRS Instructions for the Requester of Forms W-8BEN, W-8ECI, W-8EXP, and W-8IMY for comparisons and explanations of different forms.
Online Supplier Maintenance
An approved supplier may login to the portal to submit vendor information changes to the Vendor Registry Office for review and approval. Changes may include updates to addresses, contacts and payment information. Changes in legal or business name, taxpayer identification number, or federal employer identification number require a new W-9 or W-8.
Paper Vendor Account Changes
Payment changes: To change your payment method, add a bank account or make changes to your ACH information contact the agency issuing your payment. For questions, contact Vendor Registry or 701.328.2773.
Vendor Registry provides assistance and oversight of supported 1099 Reporting. Vendor Registry distributes 1099 forms to recipients and electronically files with IRS. Agencies are responsible for collecting necessary paperwork from suppliers and individuals to report 1099 reportable payments.
Vendor Registry Office approves all vendor registrations and setup of payees used for payment by state agencies. The IRS 1099 reporting policies and procedures used by Vendor Registry adhere to OMB Fiscal Policy 110 - Form 1099 Compliance and IRS requirements. View IRS Backup Withholding Requirement
The state is responsible for issuing a 1099 for payments made by check/ACH. IRS Code requires that Form 1099 be filed for certain payments. A reportable payee is an individual, combination of individuals, sole proprietorship, partnership, or trust. The agency is required to withhold 28% of the payment to the payee if Form W-9, Request for Taxpayers Identification Number and Certification, is not filed with the agency. A W-9 is required for all non-state team member vendors NOT paid with a procurement card and is to be filed with Vendor Registry.
All monies received by the payee must be reported. It is the payee's responsibility to report to IRS those expenses that are business connected. Non-state team members must be paid as state team members when expenses are involved. The same IRS rules apply if there is no overnight stay. Agencies that pay for these expenses must report them as taxable income.
All 1099 payments and questions on forms received should be addressed to the agency that made the payment.
1099 Information Disclaimer
To ensure compliance with requirements imposed by the IRS, any tax advice contained in this communication (including any attachments) is not intended or written to be used, and cannot be used, for the purpose of (i) avoiding penalties under the Internal Revenue Code or (ii) promoting, marketing or recommending to another party any transaction or matter addressed herein.
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