Vendor Management System Uploading Compliance … Management System – Uploading Compliance Documents Guide Vendors must upload ALL required documentation (if applicable) in PDF format:

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Vendor Management System – Uploading Compliance Documents Guide

Vendors must upload ALL required documentation (if applicable) in PDF format:

W-9

General Liability Insurance Policy

Errors & Omissions Insurance Policy

Executed Contract Agreement

Valid Business/Real Estate Licenses

Required Training

Required Certifications

Log in to your Vendor Management System (VMS) account occasionally to ensure ALL information and Due

Diligence documents stay current and updated before existing documents are set to expire. Please respond to

all requests in a timely manner.

***NOTE: The W-9, Insurance, and Contracts can only be uploaded by the Owner. Contacts can only upload

their Real Estate License and Training documents to their individual contact profile. ***



Table of Contents

How to Access the Vendor Resource Management System (VRMS) ....................................... Error! Bookmark not defined.

UPLOADING W-9 FORM .......................................................................................................................................................... 5

UPLOADING INSURANCE DOCUMENTS .................................................................................................................................. 7

UPLOADING DIVERITY ............................................................................................................................................................. 8

UPLOADING REAL ESTATE LICENSE ....................................................................................................................................... 10

UPLOADING TRANING AND CERTIFICATIONS ....................................................................................................................... 12

UPLOADING BUSINESS LICENSE ............................................................................................................................................ 14

Uploading Background Certification ..................................................................................................................................... 16

UPLOADING CONTRACTS ...................................................................................................................................................... 17



How to Access the Vendor Resource Management System (VRMS)

Step 1: Log in to the Vendor Resource Management System at (http://vrms.vrmco.com) with the assigned Username and Password. If lost/forgotten Username and Password send email directly to [email protected]

http://vrms.vrmco.com/

mailto:[email protected]



Step 2: Select “Vendor Management System” listed under TOOLS.



UPLOADING W-9 FORM

The Business W-9 is required for accounting and reimbursement purposes. The Owner must upload a copy of the signed and date printed form.

Step 1: Click on “GENERAL” tab found on the task bar on the left side panel. Step 2: Select the “DUE DILIGENCE” tab in the middle of the page. Step 3: Click on the “ADD” button adjacent to Accounting Documents.

Step 4: The “ACCOUNTING DOCUMENT” window is auto-generated upload the business W-9. Step 5: Click “SAVE”



Step 6: Verify the W-9 information entered is accurate and upload to the document in the “ACCOUNTING DOCUMENTS” section.



UPLOADING INSURANCE DOCUMENTS

Step 1: Click on “GENERAL” tab found on the task bar on the left side panel. Step 2: Select the “DUE DILIGENCE” tab in the middle of the page. Step 3: Click on the “ADD” button adjacent to the Insurances header.



Step 4: The “ADD INSURANCE” window is auto-generated, then select the appropriate Coverage Type and upload the individual insurance coverages separately to the profile.

Step 5: Click “SAVE”

UPLOADING DIVERITY

Step 1: Click on “GENERAL” tab of the task bar on the left side panel. Step 2: Select the “DIVERSITY” tab far left of the page. Step 3: Click on the “ADD” button adjacent to the DIVERSITY CERTIFICATIONS header.



Step 4: The “ADD DIVERSITY CERTIFICATION” window is auto-generated Select the appropriate “Certification Type”

Enter in the “Certification Number”

Enter document “Effective Date”

Click on “Browse” to upload the Certificate



Step 6: If you quality for multiple certification types for example, but not limited to:

SDVOSB and Veteran Owned Business

Women Owned Small Business and Small Business ** Upload the documentation for each certification category.**


UPLOADING REAL ESTATE LICENSE

Each contact, excluding Office Managers, is required to update the contact profile with the appropriate real estate license and training.

Step 1: Click on the “CONTACTS” tab of the task bar on the left side panel.

Step 2: Select the appropriate Contact Name.



Step 3: Click on the “LICENSES” tab in the middle of the page.

Step 4: The “ADD LICENSE” window is auto-generated Select the appropriate “License Type”

Select license “State”

Enter in the valid “License Number”

Enter in the license valid “Expiration Date” Click on “Browse” to upload License




Step 6: Repeat steps 1-5 to upload your renewal license by clicking on the “RENEW” tab.

UPLOADING TRANING AND CERTIFICATIONS

Each contact is responsible for uploading your real estate licenses and training documents to your personal profile.

Step 1: Click on the “CONTACTS” tab of the task bar on the left side panel. Step 2: Select the appropriate Contact Name. Step 3: Click on the “CREDENTIALS” tab in the middle of the page.



Step 4: Select “ADD” adjacent to Certifications.

Step 5: The “ADD CERTIFICATION” window is auto-generated for the contact to add required client training.


When you upload the HUD Lead Based Paint training Certificate, enter the certificate number as 00000. The effective date will be the date the certificate is uploaded. All other training documents have certificate numbers printed on the certificate.




Repeat steps 1 thru 5 to upload each training certificate (if applicable).

UPLOADING BUSINESS LICENSE

Step 1: Click on “GENERAL” tab of the task bar on the left side panel Step 2: Select the “DUE DILIGENCE” tab in the middle of the page. Step 3: Click on the “ADD” button adjacent to licenses.






Uploading Background Certification

Step 1: Click on “GENERAL TAB” of the task bar on the left side panel Step 2: Select the “INVENTORY & CONTRACTS” tab in the middle of the page. Step 3: Click on the “ADD” button adjacent to Contracts.




UPLOADING CONTRACTS Step 1: Click on “GENERAL TAB” of the task bar on the left side panel Step 2: Select the “INVENTORY & CONTRACTS” tab in the middle of the page. Step 3: Click on the “ADD” button adjacent to Contracts.

Step 4: The “ADD CONTRACT” window is auto-generated

Select Client Name

Select Contract Type

Enter the document Expiration Date

Upload executed Contract




If there are additional questions or concerns, please email [email protected]