To update vendor information in the Supplier Portal and NYC Financial Management System [FMS], the following documentation is required. Please provide the following documentation to the Charles Lin. 

Request Type

Required Documentation

New Vendor

  • Substitute W-9 - Substitute W-9 Form
  • Form SS-4 showing current legal name and EIN or IRS Letter 147C dated within the last 2 years.  Please contact the IRS at 1-800-829-0115 or 1-800-829-4933 for assistance.

Add / Update Address

  • Substitute W-9 -  Substitute W-9 Form
  • IRS Letter 147C dated within the last 2 years. Please contact the IRS at 1-800-829-0115 or 1-800-829-4933 for assistance.
  • A change of address letter on the Company's letterhead identifying the old address and new address and specifying all addresses to be added or deactivated.

Legal Name Change / Correction — Same EIN

  • Substitute W-9 - Substitute W-9 Form
  • Certificate of Amendment of Certificate of Incorporation -
    • For a correction only (such as adding “Inc.”): Certificate of Incorporation showing correct legal name
  • IRS-issued document showing the new/correct legal name and same EIN (SS-4 if recently issued or Letter 147C dated within 2 years). Please contact the IRS at 1-800-829-0115 or 1-800-829-4933 and request a new 147C letter.

Legal Name Change + New EIN

  • Substitute W-9 - Substitute W-9 Form
  • IRS-issued document showing the new legal name and new EIN.
    • If using IRS Letter 147C, it must be dated within the last 2 years. Please contact the IRS at 1-800-829-0115 or 1-800-829-4933 for assistance.

Add DBA (Doing Business As)

  • Substitute W-9  Substitute W-9 Form
  • IRS Letter 147C dated within the last 2 years. Please contact the IRS at 1-800-829-0115 or 1-800-829-4933 for assistance.
  • Certificate of Assumed Name

Reactivate Inactive Vendor in FMS (For a vendor that is still in business)

  • Substitute W-9 Substitute W-9 Form
  • IRS Letter 147C dated within the last 2 years. Please contact the IRS at 1-800-829-0115 or 1-800-829-4933 for assistance.

Foreign Vendor

  • Foreign Vendor Questionnaire
  • W-8BEN — Individual OR
  • W-8BEN-E — Business/Entity
  • Other W-8 form, if applicable based on vendor's tax status

For additional information please click on the link for

NYC Comptroller's Office