3262 Ac3262s Fe

User Manual: 3262

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ADD, UPDATE OR DELETE
VENDOR CONTACT
Important Notes:
- This form must be used by the primary contact to (1) replace or update the primary contact on the vendor record or (2)
make changes to non-primary contacts if not registered to use the Vendor Self-Service System. The Vendor Self-Service
System allows you to make changes to non-primary contacts without submitting this form, enabling faster processing.
Changes requested with this form will not be effective until they are verified.
- Information must be typed or printed neatly. Please refer to instructions on page 2 of this form for more information.
PART I: REQUIRED VENDOR INFORMATION
Vendor ID Number:
Legal Business Name:
PART II: ADD, CHANGE OR DELETE A VENDOR CONTACT
For each contact, select an action from the chart. Fill in the
"Requested Action" box with the corresponding number from
the chart, as well as the boxes for contact information. For
more detail on what each action entails, see the instructions
on page 2 of this form.
Action
Number
Replace the existing primary contact
1
Update the existing primary contact
2
Add a new non-primary contact
3
Update an existing non-primary contact
4
Delete an existing non-primary contact
5
Contact Name (Required) Contact Title
Contact 1
Requested
Action: Contact E-mail Address (Required if available) Contact Phone Number (Required) Extension
(Required) Previous Contact (Required if replacing the existing primary contact)
Contact Name (Required) Contact Title
Contact 2
Requested
Action: Contact E-mail Address (Required if available) Contact Phone Number (Required) Extension
(Required) Previous Contact (Required if replacing the existing primary contact)
PART III: INDIVIDUAL SUBMITTING THE REQUEST (Must be the current primary contact on the Vendor’s record)
Requestor’s Name – Printed (Required) Phone (Required) Date (Required)
Requestor’s Signature (Required) E-mail (Required if available)
SUBMIT FORM TO NYS OFFICE OF THE STATE COMPTROLLER – VENDOR MANAGEMENT UNIT
Fax: (518) 473-9533 Email: VENDUPDATE@OSC.STATE.NY.US
Mail: 110 State Street Mail Drop 10-4, Albany, NY 12236-0001
AC3262-S (Rev 4/15)
NYS Office of the State Comptroller
Instructions for Add, Update or Delete Vendor Contact Information Form
Part I: Vendor Information
Vendor ID (Required): The NYS Vendor ID is a ten-character identifier issued by the Vendor Management Unit when the
vendor is registered in the Vendor File.
Legal Business Name (Required): For an individual, enter the name of the person doing business with NYS as it appears
on his/her Social Security card or other required Federal tax documents. For an organization, enter the name shown on its
charter or other legal documents that created the organization. Do not abbreviate names or use a Doing Business As (DBA)
name.
Part II: Vendor Contact Information
Requested Action (Required): Select the number which corresponds with the requested action. For additional detail on
what each action entails, see the descriptions below:
Action
Number
Description
Replace the existing primary contact*
1
Replaces the current primary contact with a new individual. (For example, the
primary contact is Joe. Joe has transferred to a new department, and the
company has decided Marie will be the new primary contact. This option
should be selected, then add Marie’s information in the contact information
boxes and Joe’s name in the previous contact box.)
Note: There can only be one primary contact per vendor record.
Update the existing primary contact*
2
Updates information on the current primary contact, such as phone number,
e-mail address, or title.
Add a new non-primary contact
3
Adds the individual to NYS’s contact list.
Update an existing non-primary contact
4
Updates information on a current non-primary contact, such as phone number,
e-mail address, or title.
Delete an existing non-primary contact
5
Removes the individual from NYS’s contact list.
* The individual designated as the primary contact has the ability to:
Sign and submit forms to the Vendor Management Unit to add, update or delete information such as vendor
contacts, addresses and legal name
In the Vendor Self-Service System
o Add and update information such as contacts and addresses
o View the status of purchase orders, invoices, and pending payments
o View information about previous payments
o Assign roles to others, granting them various levels of access in the Vendor Self-Service System
Contact Name (Required): The name of the contact person at the vendor.
Title: Contact’s title
Email Address (Required if available): Contact’s email address
Phone Number (Required): Contact’s phone number
Extension: Contact’s extension
If Replacing, Previous Contact’s Name: Name of old contact who is being replaced by the individual in the contact information
boxes.
Part III: Individual Submitting Request
NOTE: This MUST be the current primary contact on the Vendor’s record or the request will not be effective until the request is
verified.
Requestor’s Name (Required): Name of the person submitting the request
Requestor’s Signature (Required): Signature of the person submitting the request
Email Address (Required if available): Requestor’s email address
Phone Number (Required): Requestor’s phone number
Date (Required): Date requestor signed form

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