NEW VENDOR ONBOARDING CHECKLIST

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--- INITIAL VENDOR IDENTIFICATION & REQUEST ---
[ ] Requesting Department Name
[ ] Internal Requester Name
[ ] Business Justification for New Vendor
[ ] Vendor Category (Software/SaaS, Professional Services, Hardware/Equipment, Office Supplies, Logistics/Shipping, Other)
[ ] Date of Request
[ ] Initial Quote or Proposal
[ ] Department Head Approval

--- DOCUMENTATION & COMPLIANCE COLLECTION ---
[ ] W-9 or W-8BEN Form
[ ] Certificate of Insurance (COI)
[ ] Business License/Permit
[ ] Required Documents Received (Tax ID Form, Banking Details, Certificate of Insurance, Signed Contract)
[ ] Document Expiration Date
[ ] Tax Classification (Corporation, LLC, Partnership, Individual/Sole Proprietor)

--- VENDOR INFORMATION VERIFICATION ---
[ ] Registered Business Name
[ ] Tax Identification Number (TIN/EIN)
[ ] Business Physical Address
[ ] Vendor Entity Type (Corporation, LLC, Partnership, Sole Proprietorship, Government Agency)
[ ] Date of Business Incorporation
[ ] Business License Upload
[ ] Verified Contact Methods (Email, Phone, Website, Physical Mail)

--- BANKING & PAYMENT SETUP ---
[ ] Bank Account Holder Name
[ ] Routing Number
[ ] Account Number
[ ] Payment Method (ACH, Wire Transfer, Check, Virtual Card)
[ ] Voided Check or Bank Letter
[ ] Payment Effective Date
[ ] Account Verifier Signature

--- RISK ASSESSMENT & DUE DILIGENCE ---
[ ] Vendor Risk Rating (Low Risk, Medium Risk, High Risk)
[ ] Due Diligence Checks Completed (Credit Reference Check, Sanction List/OFAC Screening, Conflict of Interest Check, Financial Statement Review)
[ ] Credit Report/Background Check Result
[ ] Risk Assessment Notes
[ ] Last Due Diligence Review Date
[ ] Compliance Officer Approval

--- INTERNAL SYSTEM INTEGRATION ---
[ ] Vendor Account Code
[ ] Accounting Software/ERP (NetSuite, QuickBooks Online, SAP, Sage, Xero, Other)
[ ] Required GL Tags/Dimensions (Department, Region, Project Code, Cost Center)
[ ] System Activation Date
[ ] Screenshot of System Entry
[ ] Accounting Clerk Verification

--- CONTRACT & AGREEMENT FINALIZATION ---
[ ] Signed Master Service Agreement (MSA)
[ ] Statement of Work (SOW) or Quote
[ ] Contract Effective Date
[ ] Contract Expiration Date
[ ] Contract Type (Fixed Price, Time & Materials, Retainer, Subscription/SaaS)
[ ] Internal Procurement Approval
[ ] Required Addendums Included (NDA (Non-Disclosure Agreement), Data Processing Agreement (DPA), Certificate of Insurance (COI), Service Level Agreement (SLA))

--- FINAL REVIEW & ACTIVATION ---
[ ] Approval Status (Pending Approval, Approved, Rejected)
[ ] Final Review Date
[ ] Reviewer Comments
[ ] Final Approval Document
[ ] Accounting Manager Signature
[ ] Verification Checkpoints Completed (Tax ID Verified, Banking Details Validated, Contract Uploaded, Internal Records Updated)

--- END OF TEMPLATE ---
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