Department: Supplier Management
Policy #: 1.1, Supplier Set-up & Maintenance Requirements – U.S., CANADA, Bahamas
Owner: Senior Director, Financial Services
Effective Date: Version #4.0, 09.17.24 (Replaces version #3.0, dated 05.09.24)
OVERVIEW
Any vendor/supplier that is expected to be paid through the HHM Hotels Accounts Payable Department, either by check or EFT, must be reviewed and approved by the Supplier Management team via the established process through the “Supplier Workflow” KISSflow template.
GUIDELINES
The following key documents & information will be required before initiating a “Supplier Workflow” KISSflow for the creation of a supplier or the modification of the supplier record.
NEW SUPPLIER or SUPPLIER NAME CHANGE
U.S. BASED PROPERTIES
● IRS Form W-9 with signature within the current year (if applicable)
● IRS Form W-8 with signature within the current year (if outside of U.S.)
● Copy of Supplier Invoice – blank copy is acceptable (for remittance street address verification) OR written statement on Supplier letterhead stating remittance street address.
● For a name change - If EIN does not match, a new supplier will be set-up
CANADIAN/BAHAMA PROPERTIES
● Copy of Supplier Invoice with below info – blank copy is acceptable to obtain:
o Supplier Name
o Remittance street address
o BN – Business Number / GST – Goods & Services Tax ID issued by the Canada Revenue Agency (CRA)- Canadian Properties
o QST – Quebec Sales Tax ID number (if applicable) – Canadian Properties
SUPPLIER REMIT ADDRESS CHANGE
● Copy of Supplier Invoice – blank copy is acceptable (for remittance street address verification) OR written statement on Supplier letterhead stating remittance street address
SUPPLIER DE-ACTIVATION
● Supplier will be considered for de-activation
o if there are no purchases within the last 18 months
o if a supplier has been purchased by another supplier and will no longer be active
● Supplier will be de-activated at the discretion of the Supplier Management Team with Finance management approval
RE-ACTIVATE SUPPLIER
● Any supplier that is categorized as INACTIVE within the accounting system and has had no activity in A/P for the last six (6) months must be treated as a New Supplier with the same documentation requirements
● Supplier can be re-activated at the discretion of the Supplier Management Team with Finance management approval
OTHER SUPPLIER UPDATES
● To add or update supplier bank account information for EFT/ACH payments an invoice or document from the supplier showing the banking information is required.
● Information on this document will be verified with the supplier by the Supplier Management department. The Supplier will be set up but EFT payments will not be issued until this information is verified.
OTHER INQUIRIES
● Go to the Supplier Management Help Desk for assistance
● Email inquiries can be sent to suppliermanagement@hhmhotels.com
● Management of this group email inbox is handled through supplier admins
HHM Hotels reserves the right to alter, amend, or change any of the policy at any time. It is the responsibility of the Supplier to maintain updated record of all HHM Hotels policies & procedures.
Nothing herein shall be deemed to constitute a limitation or waiver of any obligations or responsibilities that a Supplier may have or of any rights or remedies that HHM Hotels may have, under law or in equity, all of which are hereby expressly reserved.