Purchasing Department
 
HCC VENDOR REGISTRATION FAQs
 

These frequently-asked questions (FAQs) and answers concerning our new vendor registration process are provided to explain and promote a better understanding of how vendors may conduct business with Hillsborough Community College.

We welcome your feedback.  If you do not see the answers to your questions on this page, please feel free to contact the HCC Purchasing Department and submit your questions, comments, or concerns via email to vendorregistration@hccfl.edu.

Rainbows Springs Waterfall

FREQUENTLY-ASKED QUESTIONS

  1. Why should I register online?
  2. What should I do if I need help while registering online?
  3. What are the minimal registration requirements to complete the short process?
  4. What will I need in order to complete the full process?
  5. How should I submit the required documentation?
  6. What if I am unable to scan my documents?
  7. Why do I need to complete the HCC Substitute Form W-9?
  8. Will you accept the standard IRS Form W-9?
  9. Do I still need to complete the HCC Substitute Form W-9 if I have previously submitted the standard IRS Form W-9 to HCC?
  10. Do foreign vendors need to complete the HCC Substitute Form W-9?
  11. Are foreign vendors required to have a U.S. Taxpayer Identification Number (TIN) issued by the IRS?
  12. How can a foreign vendor obtain a U.S. Taxpayer Identification Number (TIN) issued by the IRS?
  13. How will my vendor data be protected during online registration?

Q: Why should I register online?
   
A: HCC's new online vendor registration system powered by VendorLink® provides you with the added benefits of:
  • 24/7 access to vendor registration information
  • 24/7 access to update information and documentation
  • 24/7 access to competitive solicitations as opportunities become available
  • Immediate visibility to HCC staff as a supplier/provider for registered commodities/services
  • Improved communications between HCC and your business entity
  • Automatic email notifications regarding HCC's competitive solicitations for registered commodities/services
  • Less paperwork and processing times
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Q: What should I do if I need help while registering online?
   
A:
  • You may refer to the Vendors User Manual (PDF) for an overview of the system, its features, and instructions.
  • Contact information for technical support is available by clicking the HELP link.
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Q: What are the minimal registration requirements to complete the short process?
   
A:
  • If you only wish to receive automatic email notifications regarding HCC's upcoming competitive solicitations for your registered commodities/services and identify your business entity to HCC staff as a supplier/provider.
  • Complete all required fill-in form fields designated by a red asterisk (*) during online registration.
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Q: What will I need in order to complete the full process?
   
A: In order to transact business with HCC and receive payment, the following items will be required:
  • Contact Information:  Designate a primary point-of-contact and enter contact information for all owners, officers, authorized agents and signatories, and any other additional contacts.
  • Location Information:  Provide a complete mailing address for each business location (including those designated for the primary point-of-contact, purchase orders, payment/remittance, shipping, etc.)
  • NIGP Commodity Codes:  Select from a searchable list of National Institute of Governmental Purchasing (NIGP) commodity codes applicable to the goods and/or services offered by your business entity.  A searchable list is provided during the registration process.
  • Conflict of Interest Disclosure Statement/Affidavit:  This form is located under Agency File Requests and must be completed in order to determine whether you are eligible to legally transact business with HCC pursuant to Part III, Chapter 112, Florida Statutes.  The upper part of the form will be automatically populated with your business entity's vendor registration data.  Please read the form carefully before signing.  You will have the option to sign the form electronically or print and affix your signature by hand.  A separate form must be completed for each qualifying individual.
  • State Business Registration:  Upload required documentation specified under Agency File Requests to evidence that you are authorized by the Florida Department of State, Division of Corporations, to legally transact business in the State of Florida.  Examples of acceptable types of documentation include, but are not limited to:
    • Document Search Detail from the Sunbiz.org website
    • Certificate of Status / Certificate of Authority
    • Articles of Incorporation / Articles of Organization
    • Partnership Registration / Statement of Authority
    • Statement of Qualification for Limited Liability Partnership
    • Declaration of Trust / Certificate to Association
    • Fictitious Name Registration
    • For business entities who are exempted under the Fictitious Name Act, Section 865.09(7), Florida Statutes, from filing with the Florida Division of Corporations, acceptable documentation may include a copy of your applicable active professional / occupational / business license, registration, or printed License Search Detail from the Florida Department of Business and Professional Regulation (DBR) website or the Florida Department of Health (DOH) website.
  • Certified Minority Business Enterprise (CMBE):  If applicable, upload required documentation specified under Agency File Requests from the State of Florida, Department of Management Services, Office of Supplier Diversity (OSD).  Examples of acceptable types of documentation include, but are not limited to:  a copy of your CMBE Certification or printed MyFloridaMarketPlace Vendor Search Detail via the OSD Online Certified Vendor Directory.
  • Federal Income Tax Filing Information to complete the HCC Substitute Form W-9 (PDF) including:
  1. Full Legal Name(s) of the Individual(s)/Owner(s) and/or the Business Entity
  2. "Doing-Business-As" (DBA) Names (a.k.a. Registered Fictitious, Trade, or Assumed Names)
  3. Taxpayer Identification No. (TIN) (i.e. Federal Employer Identification No. (FEIN) or Social Security No. (SSN)
  4. Mailing Address according to IRS records; where IRS Form 1099s may be sent
  5. Business Entity Classification (Business Entity Definitions - PDF)
  6. Backup Withholding Status and Certification

IMPORTANT:  For federal tax purposes, all data entered into the online vendor registration system powered by VendorLink® MUST MATCH EXACTLY as it appears on your federal income tax return or as registered with the IRS as this data will be automatically populated into your HCC Substitute Form W-9.

Please carefully review your completed W-9 for accuracy prior to signing the form.  If any of the required information is missing or inaccurate, you will need to revise your vendor registration account information accordingly.  You will have the option of signing the form electronically or printing and affixing your signature by hand.

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Q: How should I submit the required documentation?
   
A:

After you have completed all of the initial required fill-in form fields during online registration, you will be automatically logged-in to your new HCC vendor registration account.  Click the link for Agency File Requests in the upper main menu.  Any forms which require a signature will allow for an electronic signature or you may print the form and affix your signature by hand.  You must upload all required documentation to its designated location under Agency File Requests within the online registration system.  You may refer to the following Downloading and Uploading Instructions (PDF).  Due to federal privacy laws, HCC is restricted from modifying your secured online vendor registration account.  This means that HCC cannot make any changes to your online vendor registration data nor upload any required documentation on your behalf.

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Q: What if I am unable to scan my documents?
   
A:

Please contact the HCC Purchasing Department via email at vendorregistration@hccfl.edu or via telephone at (813) 253-7060.

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Q: Why do I need to complete the HCC Substitute Form W-9?
   
A:

In order to comply with all of the current federal income tax reporting requirements of the Internal Revenue Service (IRS), HCC is required to have the correct federal taxpayer information (FTI) on file for any entity to whom HCC issues a payment.  The HCC Substitute Form W-9 is designed to obtain your correct FTI and other related information in order to report accurate information to the IRS and to determine whether you may be subject to backup withholding and/or should receive an IRS Form 1099.  For more details, please read the HCC Substitute Form W-9 Instructions (PDF).

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Q: Will you accept the standard IRS Form W-9?
   
A:

No.  Due to specific requirements of the HCC Substitute Form W-9, the standard IRS Form W-9 will NOT be accepted.

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Q: Do I still need to complete the HCC Substitute Form W-9 if I have previously submitted the standard IRS Form W-9 to HCC?
   
A:

Yes, all vendors and other entities who transact business with HCC are required to complete the electronic HCC Substitute Form W-9 within HCC's new online vendor registration system to ensure that HCC has the most accurate, up-to-date federal taxpayer information (FTI) on file for your business entity in order to comply with all of the current federal income tax reporting requirements of the IRS.

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Q: Do foreign vendors need to complete the HCC Substitute Form W-9?
   
A: If you are considered a "foreign person" according to the Internal Revenue Service (IRS) for U.S. federal income tax purposes, you must complete the appropriate IRS Form W-8 for your business entity instead of the HCC Substitute Form W-9 prior to transacting business with HCC.  During online registration, foreign persons should select "Foreign/Outside U.S.A." as their country of incorporation or organization.  Please download the appropriate IRS Form W-8 for your business entity from the IRS website.  The form to use depends on the type of certification being made.  Please carefully review your completed IRS Form W-8 for accuracy prior to signing the form.  Once the appropriate IRS Form W-8 has been completed and signed, it must be uploaded to its designated location under Agency File Requests.

Generally, a foreign person is subject to U.S. tax on its U.S. source income.  Most types of U.S. source income received by a foreign person are subject to U.S. tax of 30%.  A reduced rate, including exemption, may apply if an Internal Revenue Code Section provides for a lower rate, or there is a tax treaty between the foreign person's country of residence and the United States.  The tax is generally withheld (NRA withholding) from the payment made to the foreign person.

IMPORTANT:  For U.S. federal income tax purposes, all data entered into HCC's online vendor registration system powered by VendorLink® MUST MATCH EXACTLY as it appears on your U.S. federal income tax return or as registered with the Internal Revenue Service (IRS).

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Q: Are foreign vendors required to have a U.S. Taxpayer Identification Number (TIN) issued by the IRS?
   
A:

In order to comply with all of the current federal income tax reporting requirements of the Internal Revenue Service (IRS), HCC is required to have the correct federal taxpayer information (FTI) on file for any entity to whom HCC issues a payment.  Therefore, HCC must require all foreign vendors to furnish a TIN via an appropriate IRS Form W-8 prior to transacting business with HCC.  HCC must obtain a foreign entity's correct FTI and other related information in order to report accurate information to the IRS, to determine the rate of NRA withholding (generally 30%), and whether a foreign entity may be subject to backup withholding (generally 28%) and/or should also receive an IRS Form 1099.  Payments to all foreign persons, including nonresident alien individuals, foreign entities and governments, may be subject to NRA withholding.

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Q:

How can a foreign vendor obtain a U.S. Taxpayer Identification Number (TIN) issued by the IRS?

   
A:

Foreign vendors should complete an IRS Form SS-4, Application for Employer Identification Number, to apply for a U.S. Federal Employer Identification Number (FEIN) in order to comply with IRS withholding regulations and to complete an appropriate IRS Form W-8 for HCC.  To download the IRS Form SS-4 and its instructions, please visit the IRS website.

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Q: How will my vendor data be protected during online registration?
   
A:

HCC's online vendor registration system powered by VendorLink® has stringent security measures in place to prevent the loss, misuse, and alteration of your vendor account data.  Our online system uses industry-standard 128-bit SSL (Secure Socket Layer) protocol which protects the information transmitted between your web browser and our system's web server by creating a uniquely encrypted channel for secure communications over the public Internet.

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Last Updated:  10/23/2012

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