Form – Vendor Registration – KCS Workflow System

Vendor Registration

Vendor Information

TIN(Required)

Date(Required)

Company Name(Required)

Company Address(Required)

Street Address Address Line 2 City State / Province / Region ZIP / Postal Code Country

Contact/Preparer Name(Required)

First Last

Contact/Preparer Job Title

Contact/Preparer Email Address(Required)

Please make sure this email address is accurate. This address will be used to notify you after your Vendor Request has been processed (including the Vendor Number if accepted).

Contact/Preparer Phone(Required)

Phone Extension

W-9 Form

*Upload W-9 Form(Required)

Max. file size: 256 MB.

*This is required to be a registered vendor with Kanawha County Schools.
You can download a blank W9 form here.
If you need time to fill out and upload this W9 form, click “Save and Continue” at the bottom of this form and follow the instructions.

Small and Diverse Business Programs

Size of Business

The following items determine if your business can be classified as “small” per U.S. Small Business Administration (SBA) standards. Your firm must satisfy these three elements:

Must be a “Small Business Concern” which means your firm is:
- organized for profit.
- has a place of business located in the United States, AND
- operates primarily within the United States OR makes a significant contribution to the U.S. economy through payment of taxes or use of American products, materials, or labor.

Small Business Concern
My firm is a Small Business Concern.

Must be independent with no affiliation with another firm OR if affiliated with another firm, still qualify as small per the SBA’s guidelines with respect to ownership and control. Use this link to verify your qualification. Small Business Compliance Guide: A Guide to the SBA’s Size Program and Affiliation Rules

Small Business Size
My firm is independent.
My firm is affiliated with another firm(s) but still qualifies as small per the SBA Size Program Guidelines.

Must meet the SBA guidelines to be a small business with respect to revenue and number of employees. You automatically qualify as a small business if you are a non-agricultural firm with average total receipts for the last 5 years of less than $8 million AND employ fewer than 100 individuals on a full-time, part-time, temporary, permanent, or other basis. If you have more, you may still qualify as small depending on your industry, using the North American Industrial Classification System (NAICS). Use one of the following links to verify your qualification:
https://www.sba.gov/document/support-table-size-standards
https://www.sba.gov/size-standards/index.html

Automatically Qualify as Small
My firm automatically qualifies as a small business because it has less than $8 million in average annual receipts AND less than 100 employees.
My firm has more than $8 million in receipts or more than 100 employees but qualifies as small based on alignment with the SBA standards for my industry /NAICS code

Note: If you did not check any of the above boxes, your company will be classified as large for the purpose(s) of interacting with the Kanawha County Schools Purchasing Department.

Diverse Business

My firm is majority (51% or more) – Check all that apply.

Diverse Business
Women-Owned
Minority-Owned
Disabled-Owned
Veteran-Owned

Commodities

The listed commodity/services groups represent the most common broad categories of purchases made by Kanawha County Schools.

Check the boxes that match goods and services that your firm supplies (Check all that apply). Your responses will be used to provide custom notifications of bidding opportunities with the school system.

Commodity List(Required)

Secretary of State and State Tax Office Registration

REGISTRATION WITH WV SECRETARY OF STATE AND STATE TAX OFFICE
Applicable vendors must hold both a Business Registration License with the WV Secretary of State, Legislative Rule CSR §148-1-6.1.7, and a Business Registration Certificate with the WV State Tax Department, WVC §11-12-3, unless specific exemptions apply.

Registered or Exempt?(Required)

I certify that my entity is registered with the West Virginia Secretary of State and the West Virginia State Tax Office.

I certify that my entity is EXEMPT from registering with the West Virginia Secretary of State and/or WV State Tax Department

NOTE: To verify that the you are registered with the WV Secretary of State, visit the WV Secretary of State website, take a screenshot (See example below.) or print the proof of registration, and upload the printout or screenshot. If you are not registered, click “Save and Continue” at the bottom of this form, register with the WV Secretary of State, and return to this form to upload proof of registration.

Click to view an example of proof of registration with Secretary of State.

File Upload – Proof of Registration with the Secretary of State(Required)
Max. file size: 256 MB.

NOTE: To verify that you are registered with the WV State Tax Office, a Business Retistration Certificate must be provided (See example below). This certificate may be obtained by contacting the WV State Tax Office. For additional information, see the WV STate Tax Office website found at https://tas.wv.gov/Business/BusinessRegistration/Pages/BusinessRegistration.aspx

File Upload – WV Business Registration Certificate from State Tax(Required)

Max. file size: 256 MB.

Reason for Exemption(Required)

Exemption 1 – Small Seller Exemption

Exemption 2 – Business Structure Exemption

Exemption 3 – Certain Business Activity Exemptions

Exemption 4 – Activities Not Constituting Transacting Business

Exemption 5 – Governmental Entity

Note: It is the responsibility of the Vendor to justify its exemption status if making claim.

Make sure you are selecting the correct exemption!

Exemption 1 Description –

Beginning January 1, 2019, remote sellers, as defined below, are required to collect West Virginia State and municipal sales and use taxes on sales delivered in West Virginia on or after January 1, 2019, unless the small-seller exception applies. This requirement was in direct response to the “Wayfair decision” set forth by a case law of the US Supreme Court on June 21, 2018, in South Dakota v. Wayfair, Inc., et al.

Remote seller means a person selling tangible personal property and/or services for delivery in West Virginia who does not have a physical presence in West Virginia and who has not voluntarily agreed to collect West Virginia sales and use taxes.

Smaller remote sellers that have no physical presence in West Virginia are not required to collect West Virginia State and municipal sales and use taxes when the remote seller has annual sales of products and services into the state of (1) no more than $100,000 and (2) has less than 200 separate transactions for goods and services delivered in West Virginia.

https://tax.wv.gov/Business/SalesAndUseTax/ECommerce/RemoteSellers/Pages/RemoteSellersAndWestVirginiaTax.aspx

Make sure you are selecting the correct exemption!

Exemption 2 Description –

The following business structures are exempt from registration with the WV SOS: Sole Proprietorship, General Partnership, Joint Venture, and Association. All other business structures are required to register with the WV SOS. This exemption is specific to filing requirements with the WV SOS; thus, registration with the WV State Tax Department is required for the listed incorporation types.

Select the appropriate section which makes your business exempt from being required to maintain a certificate of authority:

Exempt from Certificate of Authority

Sole Proprietorship

General Partnership

Joint Venture

Association

https://sos.wv.gov.FormSearch/Business/Documents/BusStructuresList.pdf

Exemption 3 Description –

Persons engaged in the following activities are not required to register with the WV SOS and WV Tax Department if they engage solely in these activities. Select the appropriate section which makes your business exempt from being required to maintain a certificate of authority:

Business Activity(Required)

***Last Business Activity Choice – Details

Is not required by law to collect or withhold a tax
Does not claim exemption from payment of the West Virginia Consumers Sales and Service Tax or Use Tax; AND
Had a gross income from business Activity of $4000 or less from operations in all states during the income tax year most recently completed

Exemption 4 Description –

In accordance with WVC §31B-10-1003 and WVC §31D-15-1501, there are several exemptions to WV SOS registration requirements afforded to foreign limited liability companies and foreign corporations that do not constitute “transacting business” by the definition of the term found in the WV Code.

Select the appropriate code section of the WVC §31B-10-1003 (for profit entities) or WVC §31D-15-1501 (non-profit entities) which makes your business exempt from being required to maintain a certficate of authority:

Exempt 4 Choices(Required)

31B-10-1003 Activities not constituting transacting business

31D-15-1501 Authority to transact business and jurisdiction over foreign corporations

31B-10-1003 Level a – c

(a) Activities of a foreign limited liability company that do not constitute transacting business in this state within the meaning of this article include: (Click to view choices.)

(b) For purposes of this article, the ownership in this state of income-producing real property or tangible personal property, other than property excluded under subsection a of this section, constitutes transacting business in this state.

(c) This section does not apply in determining the contracts or activities that may subject a foreign limited liability company to service of process, taxation or regulation under any other law of this state.

Check all that apply.

31B-10-1003 Level a, 1 – 12

Check all that apply.

31D-15-1501 Level a-e (Check all that apply.)

(a) A foreign corporation may not conduct affairs in this state until it obtains a certificate of authority from the Secretary of State.

(b) The following activities, among others, do not constitute conducting affairs within the meaning of subsection (a) of this section: (Click to view choices.)

(d) A foreign corporation is deemed to be transacting business in this state if: (Click to view choices.)

(e) A foreign corporation’s making of a contract, the commiting of a manufacture or sale, offer of sale or supply of defective product as described in subsection (d) of this section is deemed to be the agreement of that foreign corporation that any notice or process served upon, or accepted by, the Secretary of State in a proceeding against that foreign corporation arising from, or growing out of, contract, tort or manufacture or sale, offer of sale or supply of the defective product has the same legal force and validity as process duly served on that corporation in this state.

31D-15-1501 Level b, 1 – 18 (Check all that apply.)

31D-15-1501 Level d, 1 – 3 (Check all that apply.)

(1) The corporation makes a contract to be performed, in whole or in part, by any party thereto in this state;

(2) The corporation commits a tort, in whole or in part, in this state;

(3) The corporation manufactures, sells, offers for sale or supplies any product in a defective condition and that product causes injury to any person or property within this state notwithstanding the fact that the corporation had no agents, servants or employees or contracts within this state at the time of the injury.

Required West Virginia State Tax Department Business Registration Certificate

(Based on Exemptions)

REGISTRATION WITH WV SECRETARY OF STATE:
Is your firm registered with the West Virginia Secretary of State’s Office? (Applicable vendors must hold both a Business Registration License with the WV Secretary of State, Legislative Rule CSR §148-1-6.1.7, and a Business Registration Certificate with the WV State Tax Department, WVC §11-12-3, unless specific exemptions apply.)
NOTE: To verify that the you are registered with the WV Secretary of State, visit the WV Secretary of State website, take a screenshot (See example below.) or print the proof of registration, and upload the printout or screenshot. If you are not registered, click “Save and Continue” at the bottom of this form, register with the WV Secretary of State, and return to this form to upload proof of registration.

Click to view an example of proof of registration with Secretary of State.

File Upload – Proof of Registration with the Secretary of State(Required)
Max. file size: 256 MB.

As per West Virginia Code §11-12-3 (WVTax), vendors are required to provide WV Business Registration Certificate from State Tax NOTE: To verify that you are registered with the WV State Tax Office, a Business Retistration Certificate must be provided. This certificate may be obtained by contacting the WV State Tax Office. For additional information, see the WV STate Tax Office website found at https://tas.wv.gov/Business/BusinessRegistration/Pages/BusinessRegistration.aspx

Upload WV State Tax Business Registration Certificate(Required)

Max. file size: 256 MB.

No Debt and No Conflict of Interest

NO DEBT CERTIFICATION:

Other

OTHER (Both must be checked to be considered):

Potential Vendor(Required)

I understand that I am registering to be listed as a potential vendor in Kanawha County School’s procurement system and to receive notification of bid opportunities. I understand that registering as a vendor does not mean that my company will be awarded business by Kanawha County Schools.

Accurate Information(Required)

I certify that all information provided is true and accurate.

Signature

Please sign to verify that all entered information is true.

Signature

Signature Date

This field is hidden when viewing the form

Director Date