Non-State Paid Employees: Supplier Set up and Maintenance
Non-State-paid staff must be set up as a supplier for the State of Georgia before any reimbursement requests can be paid. To do this, non-state-paid staff who have never received a reimbursement from PAC or have not received a reimbursement from PAC within the last year must attach a W9 and Supplier Set-up Form (SSF) to the first reimbursement request you submit to PAC. PAC will submit your information to the State Accounting Office (SAO), and once you are approved, you’ll receive an email from SAO (gaatwork@sao.ga.gov) that will contain your login credentials the GA@WORK Supplier Portal where you will maintain your Supplier profile and make future changes.

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

Maintaining your Supplier Profile: You are responsible for maintaining your own Supplier Profile in the GA@WORK Supplier Portal (select “Supplier Login” in the Sign in to Your Account menu) and ensuring that all addresses and bank accounts are up to date. PAC cannot send a payment to an address or bank account that does not appear in your Supplier profile. It is also extremely important that your email address stays current. Your email address is used for logging into the system, and communication from SAO will be sent to the email address on file.

Setting up ACH payments: Setting up ACH (direct deposit) payments is strongly encouraged to speed reimbursement times and reduce the risk of checks lost in the mail. PAC does NOT add your bank account at set up. You must add it through self-service maintenance in the GA@WORK Supplier Portal after you have been approved as a supplier.

Additional Supporting Documents: When approving your Supplier profile, SAO may require additional documentation such as the first page of your most recent tax return, a copy of your Driver’s License, and/or a utility bill. PAC will follow up with you if any additional documents are required, and those documents must be provided as promptly as possible. After you are an approved supplier, if you make changes to your profile for which SAO needs additional documentation, they will reach out to you directly.

Below are detailed steps to assist you when completing the W9 and SSF that new suppliers must attach to your first reimbursement request. Please follow all directions carefully.

Steps to Complete the W9 Forms

1. W9s must include legal name as it is on file with the IRS, personal home 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 your physical home address as your primary address. Note that the address provided on the W9 and the physical address provided on the SSF must match.
4. Signatures must be handwritten “inked” signatures or digital (date/time stamped). They must not be computer generated or typed.

Steps to Complete the Supplier Set Up Form (SSF)

1. Complete all information fully. With the exception of the “Mailing Address” line and the “Tax Status” section, which are optional, all other information must be provided.
2. Make sure your Name and Physical Address on the SSF match EXACTLY with what is on the W9. The Physical Address must be your physical home address, while the Mailing or Payment Remit Address can be a PO Box or your work address. If you add a work address, please also attach an employment verification letter on office letterhead displaying the requested address and including your name, SSN, office manger’s contact information, and signed by your office manager.
3. The Diversity Identification Section is applicable for businesses, but individuals must complete these sections as well. Individuals should check N/A in all sections.
4. In the Tax Status section, complete this section ONLY if you are certain you are 1099 eligible. If unsure, leave this section blank. Completing this section will prompt PAC to issue you an annual IRS form 1099 that reports payments made to you. Travel reimbursements are not considered payments, so you should NOT complete this section if you are only seeking travel reimbursements from PAC.

If you have any questions, please contact supplier@pacga.org.