County-paid staff must be set up as a supplier of the State of Georgia before any reimbursement requests can be paid. To do this, county-paid staff who have never received a reimbursement from PAC or have not received a reimbursement from PAC within the last year must submit a W9 and Supplier Change Request Form (SCRF, formerly a Vendor Management Form). Additionally, county-paid personnel whose name, address, or banking information has changed must submit a W9 and Supplier Change Request Form (SCRF).

Please scroll to the end of this page to access the forms as well as important directions for completing the forms.

Setting up ACH payments: Setting up ACH payments is strongly encouraged. When providing banking information for ACH set up, submitting a voided check or bank letter is required to speed processing times. Bank letters must: be on official bank letterhead, be dated, be signed by a bank officer and include their phone number, include date account opened, name(s) of authorized signers, name of account (including DBA for businesses), routing and account #s.

Vendor Setup Processing Times: The State Accounting Office’s (SAO) processing time for vendor set ups can be lengthy. Therefore, we encourage you to submit your documents at least 6 to 8 weeks in advance of the training event you plan to attend to avoid any delays in processing your reimbursement request.

Additional Supporting Documents: While processing your W9 and SCRF, SAO may require additional documentation such as the first page of your most recent tax return or a copy of your Driver’s License. PAC will follow up with you if any additional documents are required, and they should be provided as promptly as possible.

Subsequent Changes in Personal Information: When submitting your reimbursement request, if the name or reimbursement address differs from what you submitted on your W9 and SCRF, PAC must submit these changes to SAO, which can delay processing. PAC may also request new W9s or SCRFs to support the address or name change. If you are attempting to have your reimbursement sent to your office address, an employment verification letter on your agency’s letterhead that includes the address, the last 4 digits of your SSN, and office manager contact information must be submitted.

Below are detailed steps assist you when completing the W9 and SCRF:

Steps to complete the W9 Form

1. W9s must include legal name, personal address, tax classification checked, signature, and date of signature.
2. For individuals, please do NOT include employment office information in line 2.
3. A P.O. Box cannot be used as your sole address. You must submit a physical address as your primary address. P.O. Boxes can be set up as a secondary address by submitting a second  Supplier Change Request Form (SCRF). See below. Note that the address provided on the W9 and the address provided on the SCRF must match.

Steps to complete the Supplier Change Request Form (SCRF)
Note that this form has been created, maintained, and is required by the State Accounting Office (SAO). SAO is very strict about how these forms are completed. Please read all directions carefully. Incomplete or improperly completed forms require follow up by PAC and will delay set up.

• Individuals must complete Sections 1 and 2 ONLY. Section 3 should only be completed by businesses. Section 4 should be completed ONLY for 1099 status, if known. If unknown, leave it blank (no selections other than 1099 should be made in section 4).  Nothing should be entered in section 5.
• Do NOT select New or Existing at the top of the page. This is for internal use only.
• Section 1:
  1. Fill out Section 1 completely.
  2. The name and address must match the name and address on the W9.
  3. Address: A physical address MUST be used. For individuals, this should be your home address, not your office address.
  4. Additional Address: A P.O. Box or office address may be added by submitting additional SCRFs. If adding an office address, an employment verification letter on agency letterhead including the address, last 4 digits of your SSN, and office manger contact information must be submitted.
  5. You MUST be reachable at the contact information you provide (email and phone number) as the State Accounting Office or PAC may contact you directly to obtain additional supporting documentation.
• Section 2:
  1. In this section, you must either provide your banking information to establish ACH payments or check the box to opt out of providing banking information.
  2. Do not check anything on the second, third or fourth lines of this section (those that read replace remittance address, replace invoice address, add new bank account). These lines are for PAC use only.
  3. Ensure that the leading/ending zeros on the bank account number are included.
  4. Select ONE of the boxes, either: “General Bank Account for ALL State of Georgia Agencies” OR “Specific Purpose.” You should only select “Specific Purpose” if you already have a different bank account set up as your “General” bank account.
  5. Sign on the “Signature of Company Officer” line of this section. Either a digital signature or manual signature are acceptable. Do NOT use cursive font or a typed name for the signature. Do not forget to sign.
  6. Please submit a voided check or bank letter if you are requesting ACH set up. The address on the voided check or bank letter MUST match the address provided on the SCRF. Bank letters  must be:
     • On official bank letterhead
     • Dated
     • Signed by a bank officer and include their phone number
     • Include date account opened, name(s) of authorized signers, name of account (including DBA for business), routing and account #s
• Section 3:

• 1. This section is for business use only.

• Section 4:
  1. Complete ONLY for 1099 eligibility, if known. If unknown, leave this section blank.
  2. No selections other than 1099 should be made in section 4.
• Section 5:

• 1. Do NOT fill out anything in Section 5. Do NOT sign in Section 5 (bottom of page 2). This section is for the PAC Vendor Liaison only.

• BOTH pages of the completed SCRF, the W9, and your voided checks/bank letters must be sent directly to fiscal@pacga.org. The Fiscal division will review and let you know if anything is missing or if additional documentation is required by the State Accounting Office (SAO).
• Occasionally, a check must be issued due to delays in ACH setup at the State Accounting Office. This will typically only happen for your first reimbursement from PAC. Please ensure that you have provided a valid address for receiving checks on your reimbursement form.

If you have questions regarding the forms, please contact the PAC Fiscal Division at fiscal@pacga.org for assistance.