This business process flow shows the high level steps utilized to add a LIEAP Vendor to the Resource Databank (RDB).
All LIEAP vendors must be entered into SMART prior to receiving payment. If the vendor will receive payment through the Electronic Funds Transfer (EFT) process, a Memorandum of Understanding (MoU) and Interface Agreement is needed before the vendor can be added to SMART and the process below can start. The LIEAP program manager is responsible for writing the MoU and getting approval from all parties. KEES Ongoing Operations is responsible for establishing the Interface Agreement between KEES and the vendor.
Resource Databank (RDB) Maintainer or LIEAP Site Manager/Program Manager:
Send the vendor a SMART letter along with the W-9: Request for Taxpayer Identification Number and Certification form, DA-130: Authorization for Electronic Deposit of Supplier Payment form for direct deposit, Appropriate Rate Survey (Gas, Electric, Propane) and cover letter. Be sure to request a mailing address that can be utilized if there is a failure with direct deposit and a paper check must be mailed. When the W-9 is returned, a copy is emailed to DCFVendor@ks.gov by the RDB Maintainer to indicate a vendor needs to be registered. Go to the L Drive to access the desk aid and forms needed for this process.
NOTE: If the vendor does not return the W-9, they cannot be added to KEES and the process ends.
DCF Operations Division
· Send the request to the Department of Administration for an approval. Once approved, the vendor is entered into SMART. This process takes about 1 week if there are no issues and an email is sent to confirm the vendor has been approved and added to SMART.
NOTE: If the vendor is not approved by Department of Administration the process ends.
KEES:
· Populates the vendor as a Resource in the RDB via the SMART Interface with a Service Category of SMART Vendor.
Resource Databank (RDB Maintainer):
· Click the Add button on the Service List page to:
o Add a Service Category of LIEAP Vendor.
o Add a Service Type that corresponds to the Fuel Service Type the vendor provides.
o Enter the Start Date.
o Select a Status of Active.
o Select a Worker ID.
o Add a Vendor Type of Non-EFT or EFT.
o Add the Utility Grade information.
o Leave the Contract Information defaulted to No.
NOTE: Service Detail page needs to be completed for each Fuel Service Type the vendor provides.
If a Vendor is not listed in the RDB, or their information appears to be incorrect, staff should contact the LIEAP Site Manager. The LIEAP Site Manager is to contact the LIEAP Program Manager and RDB Maintainer if further research is needed or changes are needed in the RDB. LIEAP staff cannot change any information in the RDB.