County-paid staff must use the PAC Reimbursement Form to submit reimbursement requests and submit all forms and supporting documentation to fiscal@pacga.org.

County-paid personnel who do not currently receive ACH reimbursements from PAC MUST complete the Vendor Management form (VMF) including banking information along with the W9. A voided check or bank verification letter must also be submitted. To continue receiving reimbursements from PAC, ACH must be established. Below is guide to assist you when completing the forms. Note: The State Accounting Office’s (SAO) processing time for ACH set up can take 4-6 weeks. Therefore, it is highly encouraged that you submit your W9, VMF, and voided check/bank letter at least 6 weeks in advance of the training event you plan to attend. If ACH has not been set up in advance, your first reimbursement could be delayed and may be paid by check.

Steps to Complete the W9 Form

1. W9s must include legal name, 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 providing a second Vendor Management Form (see below).

Steps to Complete the Vendor Management Form (VMF):

• Please follow all directions carefully. Incomplete forms will delay set up.
• Complete Sections 2, 3 and 5 ONLY. Section 4 should be completed ONLY for 1099 status, if known. If unknown, leave blank (no selections other than 1099 should be made in section 4).  PAC Fiscal will complete Section 1 and 6.
• Section 2:
  1. Fill out Section 2 completely.
  2. DL# and DL State are not required, but are helpful for verification.
  3. The address on the form must match the address on the W9.
  4. 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 providing a second Vendor Management Form.
  5. You MUST be reachable at the contact information you provide (email and phone number) as the State Accounting Office may contact you.
• Section 3:
  1. Ensure that the leading/ending zeros on the bank account number are included.
  2. 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.
  3. Sign in Section 3: Either digital signature or manual signature are acceptable. Do not use cursive font or a typed name for the signature. Do not forget to sign.
• Section 4:
  1. Complete ONLY for 1099 status if known. If unknown, leave blank.
  2. No selections other than 1099 should be made in section 4.
• Section 5:
  1. Check all boxes that apply ONLY IF applicable. Otherwise, check “Not Applicable.”
• Do NOT fill out anything in Section 6. Do NOT sign in Section 6 (bottom of page 2). This section is for the PAC Vendor Liaison only.
• Occasionally, a check must be issued due to delays in ACH set up 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.
• Completed forms and voided checks/bank letters should to be sent directly to fiscal@pacga.org. Fiscal will review and let you know if anything is missing or if additional documentation is required by the State Accounting Office (SAO).

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