Vendor Form (Add or Modify) - Download as Excel

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Vendor Form (Add or Modify) - Download as Excel Powered By Docstoc
					                                             Request to Create or Modify a TEAM Recipient/Vendor Record
         Status:          New Vendor Application           Modify Existing Vendor Record                *See form instruction tab or mouse over for assistance
Send To: TBP-50.2
Brenda Mundey
Southeast Federal Center E54-457
brenda.mundey@dot.gov                                                            FTA Approval MUST be provided below
REQUESTOR INFORMATION                                                            FTA AUTHORIZATION (to be completed by Official only)

Requestor Name (First, Last)             Date                                    Official Name (First, Last)

Title / Office                                                                   Title / Office

Office Phone                                                                     Office Phone
VENDOR INFORMATION

Organization Name                                                                Organization Acronym
Mailing Address:
                                                                                 Website Address
Street

City, State, Zip Code                                                            Tax Identification Number

Cost Center                                                                      DUNS Number

Last Updated (Month, Date, Year)                                                 NTD Identification (if any)
Disadvantaged Business Enterprise                  Yes      No
State Dept. of Transportation                Yes     No                          Fiscal Year (Starting Month/Year)
Type:                                                                            Assistance                Yes        No
    Private                 Public                                                                Designated Recipient ID:
    Contractor              Not Contractor         Unspecified                   MPO              Yes        No
  Not Specified
OST Type                                                                                            MPO ID (From TEAM):
  (A) Educational Institution       (F) County Agency             (K) Port Authority               (P) Small Business
    (B) School District             (G) Multi County Agency       (L) Airport Authority            (Q) Indian Tribe
    (C) Federal Agency              (H) Borough                   (M) City                         (R) Community Action Agency
    (D) State Agency                (I) Planning Commission       (N) Other Nonprofit Org.         (S) Sponsored Organization
    (E) Multi State Group           (J) Council of Government     (O) Large Business               (T) Transit Authority
CONTACT PERSONS (ONE IS REQUIRED)

Contact Persons Name                                                             Officers Title

Mailing Address:                                                                 Email Address

Street                                                                           Office Phone

City, State, Zip Code                                                            Fax Number

County                                                                           Website Address
Contact For (Check all that apply):
    CEO       Grants      Equal Employment Opportunity (EEO)            General FTA Issues
     Disadvantaged Business Enterprise (DBE)        Electronic Clearing House Operation (ECHO) System
     504       Title VI        Metropolitan Planning Organization (MPO)
CODES (This section completed by Reports and Analysis/Accounting office only)
Urbanized Areas                          Click for Reference

UZA ID                                   State
Standard Metropolitan Statistical
Area Codes                               Click for Reference

SMSA Codes
Congressional Districts                  Click for Reference

State ID                                 District Codes                          Geographical Location
ecord
ction tab or mouse over for assistance




be completed by Official only)

      Date




      Office Phone


      Fax Number




                (V) Profit Org.
on Agency       (W) Individual
nization        (Y) Educational Inst (private)
                (U) Other Gov. Agency
New Vendor Form Instructions
Use of the Recipient/Vendor ID

Before an organization can receive FTA funding, a recipient or Vendor Account must be set up and activa
FTA systems. In order to initiate this activity, please use the form included in this document. Specific inst
the information in this form are included below.

Step 1, verification of Existing ID

Use TEAM to search for an existing Recipient or Vendor ID. You must search both Active and Inactive ID
Recipient/Vendor is found to be active, you can use this ID and create your projects for award. To access
to http://ftateamweb.fta.dot.gov, click on the "TEAM-Web" button and enter your username and password
that will subsequently appear (log into the Production Database). Click on the word "Recipients" in the N
the left of the screen - a query box will appear to the right. Enter in all or part of your known query param
your organizational name, State, etc.), and select the "All" option from the "Status" dropdown menu. The
on "Submit Query." Look through the query results for your organization's record. If you do not get any r
work Recipients again and try to enter fewer or more simpler query parameters. If you locate your record,
on it in the query screen, and then click on the words "View/Modify Recipient to see detailed information
about your ID. For additional help with this step, contact the TEAM Helpdesk at 1-888-443-5305 or team

Step 2. Submit Recipient/Vendor Request form to TBP-50
For organizations that are new recipients of FTA funds, need information on their file updated, or are show
must submit a Recipient/Vendor Request form.

Step 3. TBP-50 sends confirmation email
Emails are sent to the Requestor, Approving Official, Chief of the TBP-50 and the Director of Accounting
the organization requesting the grant and the vendor id associated with it.

*Note: some of the websites referenced below may be access by clicking the link, while others will requir
past the site into your browser
Form Field

Status
New Application

Modify



Requestor / FTA Authorization Information
Requestor Name

Official Name

Title

Office
Office Phone

Vendor Information (General)
Organization Name


Organization Acronym
Office Phone
Fax Number

Mailing Address
Web site address


Tax identification number




DUNS Number, Data Universal Number System (D-U-N-S),




Cost Center




Is the vendor file active?
DBE




Service Provider


Is the grantee one of the following?




MPO




MPO ID


State DOT




OST Type
NTD




The starting month

Designated Recipient ID




Contact Persons
Contact Person's Name
Officer’s Title


Email Address




Mailing Address




Web site address




Office Phone
Fax Number
Contact For




Codes
UZA ID




State
SMSA Codes




State ID

Congressional District Codes




Geographical Location
nt or Vendor Account must be set up and activated in all associated
e form included in this document. Specific instructions relating to




D. You must search both Active and Inactive IDs. If the
  and create your projects for award. To access the TEAM system go
" button and enter your username and password on the login page
 base). Click on the word "Recipients" in the Navigational Menu to
 Enter in all or part of your known query parameters (All or part of
option from the "Status" dropdown menu. Then hit [Enter] or click
ur organization's record. If you do not get any results, click on the
 er query parameters. If you locate your record, select it by clicking
w/Modify Recipient to see detailed information in a new window
he TEAM Helpdesk at 1-888-443-5305 or team.helpdesk@dot.gov.



ed information on their file updated, or are shown as Inactive, you




f of the TBP-50 and the Director of Accounting; with the name of
ociated with it.

 ss by clicking the link, while others will require you to copy and

             Description


             Means that the organization has never had a TEAM ID
             assigned to it, please fill out form.
             Means that the organization has a TEAM ID assigned to
             it but there has been a change to the organization, i.e.
             reorganization or a name change.

 tion Information
       Name of the associate of the requesting the vendor file
       award number
       Name of the official approving the request for vendor
       file award
       The position of the requestor / approving official

       The office of the requestor / approving official
       Office Number of the requestor / approving official

ral)
       Name of the vendor that needs the TEAM vendor/
       recipient ID record. This information is required to start
       a record in TEAM.
       Common acronym used by the transit agency.
       Office Number of the vendor
       Facsimile number of the vendor requesting the vendor
       id
       The address of the physical location of the organization
       Web site address of the organization requesting the
       vendor id. Web site is a collection of web pages about
       your organization that has an ip address.
       The tax identification number of the organization
       requesting vendor id. Tax identification number is a
       nine-digit number that the Internal Revenue Service
       (IRS) uses to identify taxpayers. Tax identification
       number is used by employers, sole proprietors,
       corporations, partnerships, non profit organizations,
       government agencies, certain individuals and other
       It is the DUNS number of the organization requesting the
       vendor id. DUNS is a nine digit unique identifier number
       provided by the commercial company Dun & Bradstreet
       (D&B). It is a number that is assigned by the federal
       government to applicants for federal grants and cooperative
       agreements.



       Five digit code for the internal DOT office (65000 for
       example). For more information you can select the Cost
       Center Option in the following look-up guide:
       http://ftateamweb.fta.dot.gov/static/Guidance-
       HQ/LIST_OF_TEAM_CODE_LOOKUPS.xls
       Please check next to the Yes or the No.
Is the organization a Disadvantaged Business Enterprise
(DBE)? More information can be seen at the following
location:
http://www.fhwa.dot.gov/civilrights/faq.htm#q2 Please
check the appropriate box.
Check the appropriate box next to public or private
firm. Is the organization requesting a vendor id a
publicly traded firm or is it a privately held firm?
Question asking the status of the organization. Please
check the appropriate box next to contractor, grantee,
MPO or a State DOT (see below for additional
guidance)
Is the organization a Metropolitan Planning
Organization (MPO)? The federal government requires
states to establish MPOs, which are composed of local
elected officials and state agency representatives, to
review and approve transportation investments in
metropolitan areas. Please check the appropriate box to
identify whether or not your organization is an MPO.
Metropolitan Planning Organization (MPO)
identification number. This field is only applicable if
you have identified your organization as an MPO.
Is the organization a State Department of Transportation
(VDOT for Virginia for example). You may reference
the following website:
http://www.fhwa.dot.gov/webstate.htm. Please check
the appropriate box.
This type is required for grant reporting purposes to
OST/FAADS. OST = Office of the Secretary of
Transportation. FAADS=Federal Assistance Award
Data System. For additional FAADS information you
may reference the following site:
http://www.census.gov/govs/www/faads.html. For
additional information about OST you can reference the
following site: http://www.dot.gov/ost/ or this document
(section 7 specifically):
http://www.dot.gov/ost/m60/grant/gisinst.doc. OST
Type can also be referenced in the following look-up
guide: http://ftateamweb.fta.dot.gov/static/Guidance-
HQ/LIST_OF_TEAM_CODE_LOOKUPS.xls

OST Type Code       Organization
A                  Educational Institution (Public)
B                  School District
C                  Federal Agency
D                  State Agency
E                  Multi State Group
F                  County Agency
G                  Multi County Agency
H                  Borough
I                  Planning Commission
J                  Council of Government
K                  Port Authority
L                  Airport Authority
M                  City
N                 Other Nonprofit Organization
O                 Large Business
P                 Small Business
Q                 Indian Tribe
R                 Community Action Agency
S                 Sponsored Organization
T                 Transit Authority
U                 Other Government Agency
V                 for Profit Organization
W                 Individual
Y                 Educational Institution (Private)


(optional) National Transit Database identification
number. In order for a grantee under the 5307
urbanized area formula program to receive the grantee’s
share of the funds, the grantee must first get an NTD
identification number. You may reference the following
site for more information:
http://www.ntdprogram.gov/ntdprogram/
The fiscal year and the starting month of the
organization requesting a vendor id.
(optional)- Is a four digit code. Designated Recipient
must be a public body to submit projects, receive and
dispense funds for transit programs. The Designated
Recipient is the officially designated Direct Recipient
for all funds on behalf of itself and all subrecipients.


Name of the contact person for the organization
requesting the Vendor ID
Title of the Investigating official. The name of the high
ranking official of the organization making executive
decisions on the grant
The email address of the Officer for the organization.
The address used to sent and receive email. The email
address contains your username, the @ symbol, and the
domain name. The most common suffixes are: .com
(commercial), .edu (educational), .gov (government),
.mil (military)
The address of the physical location of the official. In
most cases the Vendor mailing address and the Officer’s
mailing address are the same address. Please provide the
county in which the Officer resides.
Web site address of the organization of the contact
person requesting the vendor id. Web site is a
collection of web pages about your organization that has
an ip address. Please identify if it differs from the
website of the organization requesting the Vendor ID.
Work phone number for the contact person
Work fax for the contact person
Please check off the ones that apply to the officer. CEO,
Grants, MPO, EEO, DBE, Title VI, 504 (Section 504 of
the Rehabilitation Act of 1973), Electronic Clearing
House Operation (ECHO), General FTA Issues.



Urbanized area codes. Please see the link supplied on
application for assistance with code listings. An Urbanized
Area is a statistical geographic entity designated by the
Census Bureau, consisting of a central core and adjacent
densely settled territory that together contain at least 50,000
people, generally with an overall population density of at least
1,000 people per square mile. Within the transportation
planning community Urbanized Areas are typically referred to
as the UZAs. To learn more about Census geography, terms
and criteria see http://www.census.gov/geo/www/



The State name for the UZA Code. Same state provided
by requestor.
Standard Metropolitan Statistical Area Code. The
following site may be referenced for assistance:
http://www.census.gov/population/estimates/metro-
city/80mfips.txt
The State name for the corresponding SMSA Code.

Congressional District Codes supplied by link on
application
(http://ftateamweb.fta.dot.gov/static/Guidance-
HQ/LIST_OF_TEAM_CODE_LOOKUPS.xls)
It is the physical location of the organization requesting the
vendor id. This location is a unique identifier - a letter and
number code. Try the GSA site
www.gsa.gov/geographiclocatorcode for guidance.
Document Modification History

Date             Change                                              By
       7/18/2006 Update to form, substantial formatting changes      Lindo
       9/19/2006 Update to form, substantial formatting changes      Lindo

        3/2/2007 Formatting Changes and updates to instructions      Klein
        3/5/2007 Modified links and additional instruction updates   Klein
                 Added required field note and some additional
       3/27/2007 instructions                                        Klein
       6/11/2007 Changed Send To contact information                 Klein