Brian CliettPrior to any new request, you should reach out to your Sodexo RAM, or the Sodexo Call Center, and use the to describe the product/service needed to learn if a contracted Sodexo Vendor exists. You may also go to SodexoNet to use the “My Supplier Locator” (MSL) Tool All Sodexo Live locations should be using contracted vendors when available. Please refer to the “Guide to Find a Sodexo Contracted Vendor” manual on Spark.
Vendor Addition Request (VAR) Form and Procedures
Required paperwork for vendor setup are:
- Completed and approved VAR form
- Documentation from vendor on their letterhead showing what your location is intending to purchase from them
- Completed W-9 from vendor
- Signed agreements, such as Sub-contractors, etc. when applicable.
Below are the types of vendor classes and a short description of each. Make sure you choose the correct vendor class when completing the VAR. If a wrong vendor class is chosen, then form may be sent back for correction which could delay the vendor approval, vendor setup and vendor payment.
Vendor Classes
- SUP – Vendors that supply items that are inventoried for resale
- Food, non-alcoholic beverages, etc.
- FLD – Vendor that offers a service
- Maintenance, repairs, etc.
- PLG – Non-Profit organizations, temp staffing companies, etc.
- ALC – Vendors suppling alcohol only
- EXP – Employee reimbursement
- ONE – One time
- PC – Petty Cash Custodian
- UTL – Utility Vendors
- Gas, electric, cable, etc.
- SUB – Sub-Contractor
- CRP – Corporate office only, not for locations
VAR Completion Process
Complete entire upper section of the VAR form. Make sure to enter the Vendor Contact Name (the person you are working with from the Vendor) in case we need to contact the vendor directly for more information.
Enter in requested payment terms, keep in mind, these may not be accepted based on Sodexo Live’s payment policy.
Choose the correct Vendor Class. Sections highlighted in yellow are NOT required unless it is a SUP vendor. SUP instructions detailed below.
State the “Reason for addition” as to what product/service the vendor is going to be providing for your location.
Complete and sign the “Requested by” and “General Manger Approval” sections.
Complete all required Questions, Estimate volume $$, Diversy or Local Need questions.
All forms must be fully completed. Any form that is incomplete will be sent back to the location to correct.
SUP Vendor Class VAR Completion Process (US Locations ONLY)
Before engaging with any new SUP type vendor, first contact your Sodexo RAM and see if there is a contracted vendor that the RAM can recommend to meet your locations needs. RAMs must be your first point of contact for all SUP vendor needs.
If you choose SUP as the vendor class on your VAR form, there are required steps you must complete and obtain prior to submitting for vendor setup.
In the highlighted in yellow sections, the location is to complete the following:
- Estimated annualized volume
- Contractual Minority/Diverse vendor select Yes or No. Please specify
- Contractual Local vendor select Yes or No. Please specify.
Once the VAR is completed, you will send your completed VAR form with all required documentation to your Sodexo RAM to review. The RAM will complete the bottom section and return to you. Once the RAM has returned and approved the VAR you may now submit all required paperwork to accounts payable for set up.
Any SUP vendor request that does not have the RAM section completed will be returned and the vendor will not be set up. No exceptions.
Email completed paperwork to: sl.accountspayable@sodexo.com