Number range CHAPTER**FFIS VENDOR FREQUENTLY ASKED QUESTION #3**

**1. What are the procedures for re-assigning Vendor Coordinator
duties?**

*Please be aware that each REE Agency has established and correctly
staffed the function of Vendor Coordinator for their respective Agency.
Therefore, re-assignments of Vendor Coordinator duties must have
individual Agency approval. After approval, a request for re-assignment
of vendor duties is submitted, in writing (e-mail is fine) to the REE
Vendor Coordinator (Alice Roache). Also, the required security forms
must be sent to each Agency's respective security officer, to begin the
process of assigning the ID and password to the new Vendor Coordinator.*

*If training is necessary, contact Alice Roache on, 301-504-1734 or
aroache@ars.usda.gov*

*Each Vendor Coordinator is responsible for notifying the REE Vendor
Coordinator of revised Vendor Coordinator information to update the REE
Master Vendor Coordinator List. Therefore, if you are removed or
assigned Vendor duties, contact Alice Roache
([[aroache@ars.usda.gov]{.underline}](mailto:(aroache@ars.usda.gov) or
301-504-1734*)*.*

**2. Who do I contact for Vendor questions?**

*Contact your designated Vendor Coordinator (see list below) or
designated back-up. You may also contact the REE Vendor Coordinator,
Alice Roache, at the above e-mail or phone number.*

**3. Who do I contact for other FFIS questions?**

*Contact your Budget/Finance personnel, SUSF Manager, or FFIS System
Administrator. For ARS, you may also contact the ARS FFIS Help Desk on
301-504-4429.*

**4. What is the best way to avoid errors when entering a new Vendor
Code.**

*First, verify the remittance address with the Vendor. Then search and
make sure that the vendor is not already present on the Vendor Table
with the remittance address that you need. Start with a clean screen.
Some errors occur when adding a vendor when using a screen of that same
vendor but with some different information, then not typing over or
removing all unnecessary information in that screen. That is why it is
best to start with a new screen in VEND. To do so, go to the "action"
field and type "N", then enter the information for your new Vendor Code.
When done, go back up to the "action" field and type "A" for add, and
hit the enter key.*

*Reminder: When entering people (individuals not companies) use First
Name, Middle Initial, and Last Name (Joe E. Smith), in the VENDOR NAME
field. Then use Last Name, followed by a comma, Fist Name, then Middle
Initial in the VENDOR NAME XREF field (Smith, Joe E.).*

**5. I'm asked by the SUSF manager and/or procurement staff how to add
an Alternate Payee Code?**

*This is not a Vendor question, so it is best to refer them to your
Budget/Finance personnel, SUSF Manager, or FFIS System Administrator.
For ARS, they may also contact the ARS FFIS Help Desk on 301-504-4429.
However, you can share the following information with them:*

*Enter a batch modification to PRCH feeder documents to enter the
Alternate payee.*

*From SUSF, put "S" in the "action" field*

*Put "NEW"in the Command field*

*on line 00 enter a batch number (G\_, your SEC1 code and the Batch ID)
and the feeder document number you wish to modify. Press Enter.*

*On the Gx document, enter today's date, an Action Code of M, the
Accounting Period and under*

*Alt Payee, please enter the Alternate Payee Code.*

*Once this is done, edit and run the document.*

*Once the document is accepted, your Vx documents should process.*

**6. I'm asked by the SUSF manager and/or procurement staff why the
vendor hasn't been paid, how do I address this?**

*This is not a Vendor question, so it is best to refer them to your
Budget/Finance personnel, SUSF Manger, or FFIS System Administrator. For
ARS, they may also contact the ARS FFIS Help Desk on 301-504-4429.
However, you can share the following information with them:*

*They should make sure that Vendor Invoices have the same VID as the
award document. Also the Vendor invoice must have an invoice date,
vendor invoice number, and an invoice log date.*

*Below is a listing of tables that are helpful to anyone researching
payments in FFIS.*

> *1. VXRF - this will give you all the transactions from that VEND
> Code. With that information you can obtain your Payment Voucher
> number. You may have to search by acceptance date (date accepted by
> FFIS) or total amount to get closer to the exact payment you are
> looking for. Remember this does not show payments which were paid
> under a contract/delivery order to a different vendor code than the
> one specified (Consult BRIO for contract number searches).*
>
> *2, DXRF - in the search screen, you need to input the trans code and
> number you got off the VXRF. This will show the M1 that is being
> referenced and the amount that was attached to the transaction. This
> should match the amount approved for the particular invoice.*
>
> *3. VXDD - in the search screen, you need to input the trans code and
> number you got off the VXRF. This will show the record type, FY,
> schedule number, and amount to be paid (p). If interest will be paid,
> it will be shown here as a separate line (i) and amount. The data you
> gather from this screen will be used in TSCL below.*
>
> *4. PVHT - in the search screen, you need to input the vendor code,
> trans code and voucher number. This will show the header information
> for the specific payment voucher (PV) - voucher date, schedule date,
> and closed date and corresponding amounts. The header amount should be
> the total amount for the invoice.*
>
> *5. PVLT - in the search screen, input the vendor code, trans code and
> voucher number. This will show the line information for the specific
> pv - log date (our date of acceptance), line amount, closed amount,
> disbursement amount. The disbursement amount will show the total
> amount, including any interest. The Ref Doc No line shows the M1 that
> corresponds to this payment. You may have more than one line on a
> payment - the header will show the exact amount, and line pages should
> be printed until they total all the amount shown on the header.*
>
> *6. TSCL- in the search screen, input the FY, Schedule Cat, Schedule
> Type, Schedule Number, Vendor Code, Payment Voucher TC and Number
> which came from the VXDD. This will show the line number, rec type
> (payment or interest), the payment amount, the check or EFT number,
> and a Y/N if it has been posted by Treasury. The great thing about
> this table is that you can tell your contractors exactly what the
> check or EFT number is, and the corresponding amounts. Everyone wants
> to know when they will get paid, and how much.*

**7. There have been times when looking up a non-government traveler, I
don't see them in the system. However, when I go to add them, I get a
error message that says ADD KEY FOUND, and I can not add the entry.**

*"ADD KEY FOUND" means that the entry is already in the system for
another agency. A request with all the information (SSN, name, vendor
type, address, etc) must be sent through the COMT.*

**8. When trying to look up a person who has travel orders, what does it
mean when I receive an error message that says "Not Authorized Sec?"**

*This means that the social security number is already in the system as
an employee for another Agency for which you do not have security
access. The VEND Table is a common table used by all USDA agencies.*

*Remember that the number you put may not in the system and the system
is defaulting to the next number. If that number belongs to an employee
for another Agency you will get the same "Not Authorized Sec" error
message. It is recommended that you try to add this vendor if you
receive this message. If when adding you receive the error message
"LINES NOT ADDED" send the entry information to be added thru the COMT
Table at NFC.*

**9. What does it mean if you receive the error message "LINES NOT
ADDED" when trying to add a new entry on the VEND Table?**

*It means that the entry you just tried to enter was not captured in the
system and usually this error message is followed by other error
messages. Try to correct the other errors on the screen if you are still
unable to add the entry, send the entry information thru the COMT Table
at NFC.*

**10. I sent a request through COMT over a week ago, but the change
hasn't been completed.**

***Be sure to always leave a contact name and phone number when you
submitted your COMT request.** That way NFC can contact you if they have
any questions.*

*Remember it you the Vendor Coordinator's responsibility to checked the
submitted COMT sequence number in COMR table. You should check the COMR
within the first couple days after submitting a COMT request. This is
how NFC will respond to your request. COMR will state if the request was
completed or if they need more information from you. It usually takes
about two days for the record to be updated.*

**11. How do I get banking information in the system for a foreign
vendor?**

*NFC's Vendor Express Program is not available to foreign banks.
Therefore, it will not be possible to include this information for that
vendor, unless they have an account with a U.S. bank. If they have a
U.S. bank refer them to the NFC by having them contact OCFO/NFC at
1-800-421-0323 and enroll in the Vendor Express Program.*

**12. Can I add banking information to a new vendor record?**

*The Vendor Coordinator can only add EFT banking information for non NFC
pay rolled personnel. Which means they can not add EFT information for
anyone employed by a USDA Agency. An example is when a traveler wishes
to use an Alternate EFT address on a travel voucher and they work for a
USDA Agency, send this request through COMT. Please refer to the first
FAQ, where using COMT and how vendors may establish an EFT address
through NFC were discussed.*

*Vendor Coordinators may enter any other Federal Employee's or
Supplemental Employee's EFT information only if the information has been
submitted by the subject employee on the prescribed form which can be
found in ARS Bulletin 02-303, "Vendor Coding for FFIS Travel and Other
Payments."* *See No. 14 below for procedures on how to add Alternate EFT
address.*

**13. How do I get a Utility Vendor's address changed? Can this be done
in both UTVN and VEND without dual paperwork on the part of the
Agency?**

*The NFC, FORB, Vendor Table Maintenance group, indicates that when the
NFC Utilities group receives an AD-474 to change a vendor address, they
update the Master File in UTVN. Once the Master File is updated in UTVN,
the NFC Utilities group e-mails Eddie Malter to update the VEND table.
The turnaround for updating [both]{.underline} systems should be 24
hours max. due to the dual systems, but this may occur the same day.
However, if the change has to occur prior to an eminent payment; i.e.,
close to the end of the month, then it would be prudent for the Agency
to e-mail Eddie Malter directly to alert him that this change needs to
be made in VEND, at the same time the AD 474 is sent to the NFC
Utilities group.*

**14. How do I add a traveler's Alternate EFT address?**

*Please NOTE: For travelers please be sure that whomever is doing the
travel form, that they follow the address information in Attachment G
item 13, of the Vendor training book. Also they should follow Travel
Bulletin 02-303, "Vendor Coding for FFIS Travel and Other Payments," and
use the FFIS Vendor request form.*

> *TRAVEL VOUCHER PAYMENT OPTIONS*

*There are five \"Travel Voucher Mailing Address Options\". The options
are:*

*1. Salary Address*

*2. T&A Contact Point*

*3. Special Address*

*4. Foreign Address*

*5. Travel EFT Account.*

> *1. Salary Address*

*This requires no interaction with the Travel Voucher (XT) Document. The
interface will create the XT document with the traveler's social
security number as the vendor code in the format of \"ssnE S\". The
payment will route to the same address or EFT as the traveler's salary
payments that is established in VEND and NEMP.*

> *2. T & A Contact Point*

*This option will create a check to be sent to the employee's T & A
Contact Point. The interface will create the XT document with the
traveler's social security number as the vendor code in the format of
\"ssnE T\".*

*The first time this option is used for an employee, the T & A Contact
Point*

*address must be added to the VEND Table as \"ssnE T.\" Send the request
to add this special vendor code format along with the T & A Contact
Point information to the VEND Table Group using COMT/COMR.*

*The NFC VEND Table Group will add the employee vendor code added. Once
the new address is in VEND, run the document.*

> *3. Special Address*

*This option allows a travel payment to be sent to a separate mailing
address other than the residence, salary or T&A address.*

*This requires no interaction with the XT Document. The interface will
create the XT document with the traveler's social security number as the
vendor code in the format of \"ssnE S\". The XT will be coded to create
a payment in the form of a check and will use the address listed on the
travel voucher to populate the address field of the XT document.*

*Special address information entered in TRVL is placed on the FFIS
transaction, but does not result in a VEND record/update.*

> *4. Foreign Address*

*The XT document will come from the interface with the traveler's social
security number as the vendor code in the format of \"ssnE Z.\" The
first time this option is used for an employee, the foreign address must
be added to the VEND Table as vendor code \"ssnE Z." (REE is the only
Agency that has the exception from the Vendor Manual which requires
"ssnE O") **It is very important that the EFT address be verified with
the traveler. Also very important is that the Vendor Code be entered in
VEND before the voucher is processed.***

*If the employee has a Foreign Address and is a NFC pay-rolled employee
send the request to add EFT information through COMT. Vendor
Coordinators may add all other Alternate EFT requests that are submitted
on the prescribed form which is part of the Travel Bulletin No. 02-303,
"Vendor Coding for FFIS Travel and Other Payments."*

*Remember, the next time the employee chooses this option, the voucher
will again come from the interface into FFIS with the vendor code as
\"ssnE Z.\" Therefore it is very important to be sure that the EFT
address is still the same. So, verify with the traveler that the EFT
address has not changed.*

*If the employee has changed financial institutions since the previous
transaction, contact the VEND Table Group (COMT) to correct the EFT
information to the new account **before the voucher is processed.***

> *5. Travel EFT Account*

*If you choose Travel EFT Account, the XT document will come from the
interface with the traveler's social security number as the vendor code
in the format of \"ssnE Z.\" The first time this option is used for an
employee, the EFT address must be added to the VEND Table as \"ssnE Z.\"
(REE is the only Agency that has the exception from the Vendor Manual
which requires "ssnE O") **It is very important that the EFT address be
verified with the traveler and entered in VEND before the voucher is
processed.***

*If the employee is a NFC pay-rolled employee send the request to add
EFT information through COMT. Vendor Coordinators may add all other
Alternate EFT requests that are submitted on the prescribed form which
is part of the Travel Bulletin No. 02-303, "Vendor Coding for FFIS
Travel and Other Payments."*

*Remember, the next time the employee chooses this option, the voucher
will again come from the interface into FFIS with the vendor code as
\"ssnE Z.\" Therefore it is very important to be sure that the EFT
address is still the same. So, verify with the traveler that the EFT
address has not changed.*

*If the employee has changed financial institutions since the previous
transaction, contact the VEND Table Group (COMT) to correct the EFT
information to the new account **before the voucher is processed.***

**15. I can only see employee's for my Agency (ARS, CSREES, ERS or
NASS). How can I tell if this travelers works for another USDA Agency?**

*You generally will not be able to tell if they work for another USDA
Agency, unless they tell you. If you are not sure, please call on of the
following FFIS Table Maintenacne Staff Members to search the payroll
database.*

*Eddie Malter - 504-255-6122*

*Julia Murphy - 504-255-4414*

*Carolyn Lewis - 504-255-4214*

*Greta Walker - 504-255-4410*

**16. Who are the other Vendor Coordinators and what do I do if my
Vendor Coordinator is not available?**

*The other Vendor Coordinators for REE are listed below. If your Vendor
Coordinator is not available, contact the following:*

*ERS, CSREES, and NASS -*

> *1. Contact the REE Vendor Coordinator (Alice Roache),*

*2. Contact another Vendor Coordinator within your Agency to assist
you,*

> *3. Contact your systems administrator,*
>
> *4. E-mail or Fax Eddie Malter with the information.*

*ARS- 1. Contact the REE Vendor Coordinator (Alice Roache),*

*2. Contact another Vendor Coordinator in ARS to assist you,*

> *3. Fax or E-mail Eddie Malter with the information. Eddie's E-mail
> address is listed on our GroupWise address list.*

VENDOR COORDINATOR LIST

  ----------------------- ----------------------- -----------------------
  Organization            Name                    Phone Number

  ARS, AFM                                        

  PPD, PB                 Alice Roache (REE       301-504-1734
                          Vendor Coordinator)     

  FMD, TRSB               Al Walker               301-504-4400

                          Laura Bailey            202-720-8505

  FMD, FOB                Tracy Darbo             301-504-1280

  FD                      Regina Herchak          301-504-1179

                          Darleen Masten          301-504-1183

  PPD, CB                 Terry Knight            301-504-1737

  PPD, PPB                Sheila Tucker           301-504-1749

                          Kathy Newton            202-720-7478

  EAD                     Sherri Carroll          301-504-1144

                          Debbie Watson           301-504-4411

  ARS, BA                 Nancy Gatdula           301-504-6106

                          Angela Bianco           301-504-5548

  ARS, NAA                Eileen Dolfman          215-233-6551

                          Joyce Hamilton          215-233-6689

  ARS, NAL                Tiajuana Sizemore       301-504-7693

                          Shannon Lawrence        301-504-7524

  ARS, NPA                Linda Sundstrum         970-229-5526

                          Stew Penrod             970-229-5571

  ARS, MSA                Robin W. Jordan         662-686-5256

                          Dianne Burchfield       662-686-5388

  ARS, MWA                Bob Miller              309-681-6625

                          Lisa Gettinger          309-681-6629

  ARS, PWA                Debby Cummings          510-559-6020

                          Charles Myers           510-559-6010

  ARS, SAA                Dorothy Buckman         706-546-3492

                          Christopher Sherlock    706-546-3192

  ARS, SPA                Freida Williams         979-260-9491

                          Anduin Jaster           979-260-9475

                                                  

  ERS                     Alvin Dixon             202-690-5108

  ERS                     Toshiro Settles         202-694-5471

                                                  

  NASS                    Joan Cooper             407-648-6011

  NASS                    Pat Jones               608-224-4829

  NASS                    Rosemary Randall        360-902-1940

  NASS                    Gail Spain              360-902-1940

  NASS                    Trish Brechtel          202-720-0199

  NASS                    Amy Curtis              202-720-3184

  CSREES                  Angel Spates            202-720-3536

  CSREES                  Laura Bailey (Travelers 202-720-8505
                          only)                   

  CSREES                  Kimberly Hall           202-720-3279
  ----------------------- ----------------------- -----------------------