supplier set up form

Shared Services DirectorateSecond Floor Room 211, Foss House, Kings Pool, 1–2 Peasholme Green, York YO1 7PX

Telephone 0845 6037262 Fax (01904) 455 319 Email ssd.datamanagement@defra.gsi.gov.uk

Working in Partnership with Animal Health, Committee on Climate Change, Defra, Government Decontamination Service, Marine and Fisheries Agency, Meat Hygiene Service, Natural England, Sustainable Development Commission

A/AP 201 (Rev. 12/09) Page 1

Details of Suppliers

Form to be completed by new suppliers or when supplier details require amendment

• Shouldyouhaveanyqueriesaboutthecompletionofthisform,pleasecontact:

Name andtelephonenumber

• Ifcompletingbyhand,pleasewriteclearlyinBLOCK LETTERS and use black ink.• Shouldyourequireextraspacetoreplytoanyofthequestions,pleaseattachanextrapage.• Theinformationsuppliedwillbeheldoncomputerandmaybecross-checkedagainstother

records,topreventduplicationofdataorfraud.

Oncethisformiscompleted,pleasesendto:

SECTION 1 – Business Name & Address

a. Suppliername(orbusinesstradingname)

City/Town

Payee(if different from above)

Postcode County

Address

Webaddress

Company Code

SupplierNo.For Internal Use Only

b. Pleaseenterdetailsoftheofficeintheaccountsdepartmenttowhompurchaseordersandremittanceadvicesshouldbesentandpaymentqueriesdirected.

Name

Telephoneno.(inc. national dialling code)

Faxforremittanceadviceonly

c. Ifpurchaseordersneedtobesentbypostto an address different to that given in 1a, pleaseenterdetailshere:

Address

Email address for remittances

City/Town

Postcode County

Emailaddressforpurchaseorders (all POs will be sent as standard to this address)

SelfBillSupplier? Yes No

A/AP 201 (Rev. 12/09) Page 2

SECTION 2 – Taxation Details

a. AreyouregisteredforVATintheUK?

............................................ YES NO b. If‘YES’,pleasestateyourVATRegistration

number.

c. IfyouareregisteredforanyEUtaxes,pleasestatetheCountry,yourfullTaxRegistrationnumberwiththecountryprefix.

d. AreyouregisteredforCISwithHMRC?

............................................ YES NO

UTR(UniqueTaxReference)

CompanyRegNo.

NationalInsuranceNo.

G B

SECTION 3 – Payment Details

BankorBuildingSocietyname

Branch

Sort Code

AccountNumber

Account Name

BuildingSocietyrollnumber

IfyouareaGovernmentDepartment/AgencywithanAccountatthePaymasterGeneral’sOffice,pleaseenteryourPGOAccountnumberhere:

In order to ensure payments are issued quickly and securely we require submission of your bank details:

SECTION 4 – Supplier Information

b) Pleaseindicatewhetheryourorganisationisasmallbusiness(i.e.lessthan249employees)

Yes No

e. If‘YES’,pleasestate

a) Areyouasupplierofgoodsorservices,acreditorapplyingforapaymentforsomeotherreason (e.g.grantpayments),oraGovernmentDepartment/AgencywithanaccountatthePaymasterGeneral’sOffice?

Supplier........................

Publicbody .................

Farmer .........................

Other ............................

OtherGovernmentDept ..

LocalVetInspector(LVI)

If‘Farmer’supplyCPHnumber

If‘Other’Description

CommitteeMember .........

LocalAuthority ..................

A/AP 201 (Rev. 12/09) Page 3

SECTION 5 – Name of person authorising the form

Onbehalfofthesupplier: OnbehalfofSSDCustomerOrganisation:

Signature

Name

Position in business

Tel.no.

Faxno.

Signature

Name

Grade (EO or grade equivalent or above)

Tel.no.

Faxno.

SECTION 4 – Supplier Information .. continued

d) StandardIndustriesClassification(SIC)

DUNSNumber

e) Supplierdescription

f) Inordertoensureweareabletorespondtoquestionsonsocialdiversity,itwouldbehelpfulifyoucouldpleaseindicatewhethereitheroftheoptionsbelowapplytoyourbusiness:

MinorityOwned WomanOwned

c) AreyouaThirdSectororganisation?: Yes No

If‘Yes’pleaseindicationtype:

Charities Cooperatives SocialEnterprises

Mutuals Voluntary&CommunityOrgs.

A/AP 201 (Rev. 12/09) Page 4

Please note that the AP201 form must be used for creation of new suppliers and amendments to existing suppliers

Details of Suppliers

This section of the form is for internal use only

ReturnAddress–thismustbetheaddressof•theoriginatingofficei.e.thepersonsendingout the form.

CompanyCode–Thismustbecompleted•toallowtheDataManagementteamtocreatethesupplierdetailsforthecorrectorganisation(i.e.Defra–01,AH–05,MFA–06,NE–08,SDC–09,CCC–10,MHS–21)

SupplierNo.–shouldbeenteredwhen•updatingexistingsupplierrecords.PleasechecktheSSD‘HowDoI’s...?’forinstructionsonhowtocheckifasupplierrecordalreadyexists.

SelfBillsupplier?-Mustbetickedifthe•suppliersiteistobesetupfornonvatablepayments

ContactName&Number–Thisshouldbethe•contactdetailsoftheindividualforwardingtheAP201formtothesupplier.

SECTION 1 – Business Name & Address

For completion by the supplier

Parta–Pleaseensurethatthesupplier•name(individualorbusinesstradingname)andaddressdetailsareprovided.Ifyourcompanyusesanabbreviatedform(e.g.ABCLtd),pleaseenterthefullname.

Partb–Itisourpolicytoissuepurchase•ordersandremittancesbyemailthereforepleaseprovideanemailaddress.Ifthisisnotpossible,pleaseprovideafaxnumber.Youmustprovideacontacttelephonenumberincaseclarificationofanydetailsprovidedis

required.

Partc–Ifweareunabletoissuepurchase•orderselectronically,andyourequireorderstobesenttoadifferentaddress,pleaseenterthedetailshereandprovideanexplanation(forsecurityreasons).

SECTION 2 – Taxation Details

For completion by the supplier

Parta&b–Pleaseindicatewhetheryouare•registeredfortaxintheUKandstateyourVATregistrationnumber.

Partc–PleaseenteryourTaxregistration•numberifyouareregisteredforEUtaxes.

Partd–Pleaseindicatewhetheryouare•registeredwithHMRevenue&Customs(HMRC)fortheConstructionIndustryScheme(CIS).AsadvisedbyHMRCtheCISschemesetsouttherulesforhowpaymentstosubcontractorsforconstructionworkmustbehandledbycontractorsintheconstructionindustry.

Parte–IfyouareregisteredforCIS,please•enteryourUTR(UniqueTaxReference)numberandCompanyRegistrationNumber.IfyouarenotaRegisteredCompany,pleasesupplyyourNationalInsuranceNumber.ThisinformationwillallowustoobtainaverificationnumberfromHMRCwhichisrequiredforthesetupofCISsuppliersonoursystem.IfthisinformationisnotprovidedyourtaxstatuswithHMRCmaybejeopardised.

SECTION 3 - Payment Details

For completion by the supplier

Toensurethatpaymentsareissuedquicklyandsecurely,youmustenteryourbankdetails.Pleasenotethatitisourpolicytomakepaymentselectronically.

Pleaseprovideyourbankname,branchname,accountnumberandsortcode.

Guidance for the A/AP 201 form - Details of Suppliers

A/AP 201 (Rev. 12/09) Page 5

Ifyouareprovidingdetailsofabuildingsocietyaccount,youmustprovidean8digitaccountnumberaswellasyourRollNumberandsortcode.Ifyouareunsureofthe8digitaccountnumber,pleasecontactyourbuildingsocietywhowillbeabletoconfirmthisforyou.

SECTION 4 – Supplier Information

For completion by the supplier

Parta–Pleaseindicatewhetheryouarea•supplierofgoodsorservices,aGovernmentDepartment/Agency,orapplyingforpaymentforanotherreason.Ifthetypesavailablearenotrelevanttoyou,pleasetickthe‘Other’boxandindicatearelevantclassification.

Partb–Pleaseindicatewhetheryour•businessislessthan249employeesandshouldthereforebeclassifiedasasmallbusiness.Thisenablesustomeetgovernmentreportingrequirementsonarrangementswiththisbusinesssector.

Partc–Pleaseindicatewhetheryouare•aThirdSectororganisation,andifsowhichtype.ThirdSectororganisationsareestablishedonanot-for-profitbasisandarenotdirectlycontrolledbythestate.

Partd-IfyouhaveaSIC(Standard•IndustriesClassification)codeand/oraDUNSnumberpleaseenterthemhere.StandardIndustriesClassificationisawayofclassifyingindustriesbyafourdigitcode.DUNSNumberisaninedigitreferencewhichactsasameansofidentifyingbusinessentitiesonalocation-specificbasis.

Parte–Supplierdescription.Pleaseprovide•ashortdescriptionofyourorganisationwhichwillenableustomoreclearlyanalysewhoyouare.

Partf–Whilstnoncompletionofthissection•willnotdelayyourpayment,wewouldbegratefulifyoucouldpleaseindicatewhetheryourbusinessisclassedas‘WomanOwned’and/or‘MinorityOwned’.Thiswillhelpustoansweranyquestionsreceivedrelatingtosocialdiversity.

SECTION 5 – Name of person authorising the form (Change title to ‘Authorisation’)

Theformmustbeauthorisedbythesupplierandinternally.

Thesuppliermustcompletethedetailsatthelefthand side of the section.

Theformmustbeauthorisedbytheinternaloriginator(oryourmanager)attherighthandside of the section.

Theformwillnotbeprocessedifauthorisationisincorrectorincomplete.

Oncecompletedformshavebeenauthorisedby‘SSDCustomerOrganisation’theymustbereturnedtotheSSDDataManagementTeamattheaddress/faxgivenatthetopofpage1ofthisform.