Welcome to the State of Alaska Vendor Information page! The intent of this page is to provide references and resources not only for new and existing vendors doing business with the State of Alaska, but also for State of Alaska employees. Through Job Aids, FAQs, etc., we hope to broaden the knowledge for both vendors and state agencies in areas such as Vendor Self Service (VSS), signing up for EFT, searching for vendors in the State of Alaska’s financial/procurement system, and submitting vendor requests.
Vendor Help Desk
The Vendor Help Desk is responsible for adding and updating vendor information in the State of Alaska’s financial/procurement system based on requests from State of Alaska departments and vendors. We also field calls and emails daily from both departments and vendors, ranging from assistance with the VSS registration process, payment inquiries, and assisting departments with vendor inquires.
The Vendor Help Desk is available Monday through Friday from 8:00 am to 4:30pm. Our phone number is 907-465-5555, Option 1 and our email address is email@example.com
Vendor Self Service (VSS)
Vendor Self Service (VSS) allows you, as a payee/vendor, to view your payments, respond to solicitations online, submit invoices electronically, view tax information, and manage some of your own account information.
Vendors who have NEVER done business with the State of Alaska before will be creating a new VSS account. Vendors who have done business with the State of Alaska before will be activating their existing VSS account. Please see our Job Aids / Registration section regarding these processes.
Make sure to check our Announcements section for news related to VSS as well as our Job Aids or FAQs for assistance. Still have questions? Please contact us at firstname.lastname@example.org or 907-465-5555.
Website is only accessible outside of the SOA network.
Hours of Availability
- Days - available seven days a week
- Hours - 6:00a to 6:00p
References & Resources
Vendor Self-Service (VSS) Guides
- VSS Business Types for IRIS [PDF]
- VSS Create a New Account [PDF]
- VSS Activate an Existing Account [PDF]
- VSS Account Information [PDF]
- VSS Financial Transactions [PDF]
- VSS Business Opportunities (Solicitations) [PDF]
- VSS Solicitation Responses (Amend or Withdraw a Response) [PDF]
Vendor/Customer Table (VCUST)
- Searching for a Vendor in IRIS [PDF] (SOA Only)
Frequently Asked Questions (FAQs)
This information will be communicated to the Vendor via email.
They are Internet Explorer (IE) 8, IE 9, IE 10, IE 11 and Mozilla Firefox ESR 24.
Passwords do not expire but account verification will occur every 360 days.
Users will be locked out after five (5) invalid attempts. You can do a reset of your password in VSS or contact the IRIS Help Desk for assistance.
Yes, a vendor can have multiple Account Administrators.
If you are logged in, and you add items to the watch list, will everyone who has their own login see the same watch list?
If they are different users for the same Vendor they will not see each other’s watch list.
Vendors awarded a contract, delivery order or purchase order will have the capability to submit electronic invoices in VSS. Vendors without an award document or access to a computer can mail them in as they do now.
Yes, they will be visible to the grantee.
Yes, they will be viewable by the Vendor who was issued the payment.
They are attached to the Invoice document header (INVSS) in IRIS Financial.
What is going to happen when a client doesn’t have a bank account for EFT payments or the bank closes the account due to inactivity or zero balance?
Vendors must have a valid bank account for EFT payments. If DOF receives an error regarding your EFT account information, such as a closed bank account, DOF will contact the vendor directly.
If a child care provider changes their physical address how do we verify that address? OCS needs to make sure the physical address is in compliance with the regulations.
CCPO will evaluate a vendor’s record before making payments to child care vendors to ensure addresses match their ICCIS program.
Vendors will have the ability to apply for preferences by checking those for which they qualify. During the evaluation process, the procurement officer will verify the selected preferences.
Procurement documents are approved electronically in IRIS. If a Contract or Agreement needs a wet signature it can be printed from the application and mailed to the Vendor.
Each attachment can be two megabytes (2 MB) in size and the maximum number is five megabytes (5 MB).
It depends how the solicitation is set-up. Region is not currently a searchable element on solicitations. However, the region could be included in the description.
There is an option to post attachments to the original solicitation if necessary.
Currently there are no plans to do so.
How long is payment information kept on VSS?
Payment history will be viewable for one year.
I’ve registered in VSS, but would also like to sign up for EFTs. How do I do that?
In order for the state to be able to send payments directly to your bank account, you first need to submit an Electronic Payment Agreement. Also available is information for State Employees and Subsidized Adoption / Guardianship and Foster Parents.
Payment and 1099 address changes are handled by the Division of Finance. If you need to update an address field in VSS that does not have an online edit option, please email your address change to the Vendor Help Desk fax your address change request to 907-465-2169. Please make sure to provide a callback number in case a member of our vendor team has follow-up questions.
Electronic Payments (EFT)
If you are a vendor, and you would like to set up EFT or make a change to your existing EFT banking information, an Electronic Payment Agreement Form for Vendors must be completed. Being able to set up EFT, or making changes to your EFT banking information, are no longer available in VSS.
If you are an adoption/foster parent, and would like to set up EFT or make a change to your existing EFT banking information, an Electronic Payment Agreement form for Adoption/Foster Parents must be completed.
If you are a state employee, and would like to set up EFT, or make a change to your existing EFT banking information, as it relates to your travel reimbursements, an Electronic Payment Agreement form for State Employees must be completed. Note that this form should not be confused with the Payroll Direct Deposit form for your payroll checks. If you are looking to set up direct deposit for your payroll checks, please complete the Payroll Direct Deposit Form.
Instructions on where to send the forms upon completion is noted in the form itself.
NIGP Commodity Code Listing
The NIGP Commodity/Services Code displayed here is copyrighted material that is to be used for reference purposes only. All Rights Reserved. This material is for this Agency’s use only and may not be downloaded without a license from Periscope Holdings, Inc.
- NIGP Code Lookup [XLSX]
State Employee Vendor Record Request Form
The Employee Vendor Record Requst Form should be filled out only for State of Alaska employees or board members who are expecting ongoing non-tax reportable travel or other reimbursements from the State of Alaska.
Before submitting this form, please search VCUST in IRIS to ensure the employee doesn't already have a vendor record on file.
- Searching for a Vendor in IRIS [PDF] (SOA Only)
If you are expecting a one-time payment, you may not need to submit this form. Instead, your agency may use your department's miscellaneous vnedor code to make payments. Please contact your Finance Officer for questions if you are not sure what type of payments the employee will be receiving.
Note there is a selection on the form to encourage employees to sign up for direct deposit for their reimbursements.
Please allow 3 to 5 business days for this requests to be completed. You may email this form to the Division of Finance Vendor Help Desk.
State of Alaska Substitute W-9 Form
If you are interested in becoming a vendor with the State of Alaska, you have the option of either using Vendor Self Service (VSS) to online register, or complete a State of Alaska Substitute W-9 paper form.
You may then email the completed form to the Vendor Help Desk or fax it to 907-465-2169.
Once the form is submitted, the Vendor Help Desk will run an IRS TIN Match between the legal name and Taxpaper ID Number. If we get a match, and everything else looks good on the form, a vendor number should be emailed to you upon processing, which you can then provide to your State of Alaska contact to look up in our accounting/procurement system.
Our turnaround time is 3 to 5 business days. Please contact us if you have not received your vendor number after that time.