INSTRUCTION MANUAL OIGCN VENDOR PROGRAM

Transcription

1 INSTRUCTION MANUAL OIGCN VENDOR PROGRAM REGISTRATION TERMS AND CONDITIONS PAYMENT LOGIN ADD USERS UPLOAD EMPLOYEE DATA INVESTIGATION REPORTING EXCLUSIONS W-9 FORM REGISTRATION Go to Home page: Click orange Register button Select Type of Vendor Business (Vendor/Business or Vendor/Individual): 2013 OIG COMPLIANCE NOW, LLC 1

2 Select Federal Tax Classification & Complete All Fields: TERMS & CONDITIONS Please read over our Terms & Conditions. Once agreed please click Accept. You will receive a PDF copy by , and a copy will be stored in your Vendor Portal OIG COMPLIANCE NOW, LLC 2

3 PAYMENT Once Terms & Conditions are accepted, go to the payment gateway: Insert information as requested. Please note: the payment will be processed through our sister company, Evolution Consulting. You will receive confirmation on screen that Payment is Successful. You can then login to your account OIG COMPLIANCE NOW, LLC 3

4 LOGIN TO VENDOR PORTAL Go to Home page: Click orange Login button: Fill in your registration Address and Password, and then click Submit OIG COMPLIANCE NOW, LLC 4

5 ADD USERS **The person who Registers the vendor account will automatically be the Administrative name on the account. Please notify us if this person leaves the company so that we can assign a new Administrator. The Administrator will need to add new users until this access privilege is assigned to others. Click on User Management. Click on Add New OIG COMPLIANCE NOW, LLC 5

6 Input fields as requested and choose the permissions that you would like to grant that user. Click Submit and user will have access to account with permissions granted. Report Requester is the name that will appear on all screening reports. This should be someone from compliance, HR or business management. UPLOAD EMPLOYEE DATA Choose what type of data you want upload. Vendors typically upload the Employee records OIG COMPLIANCE NOW, LLC 6

7 You have TWO Options for uploading your data: Using a CSV File or Entering Data Manually. Please select the option you desire. If you select the CSV Option: 1. Your file needs 7 columns in this order: Last Name, First Name, SSN, DOB, Address, City, State 2. You do NOT need to fill in any other information than Last Name and First Name. 3. If you will be sending SSN information in your file, you MUST first notify your employees. We can provide you with an employee notification letter template. Select Choose File to find the file that you want to upload: 2013 OIG COMPLIANCE NOW, LLC 7

8 Browse to find the file, then hit Open: Be sure to select the.csv file. You will notice the icon next to the file has an a on it. That is the notation for a.csv file. Only CSV files can be uploaded to our website. You can create a CSV file using Excel. Click Upload OIG COMPLIANCE NOW, LLC 8

9 You will see confirmation on screen that your File has been uploaded successfully. If you have a small number of employees, you can use the MANUAL UPLOAD option: Fill in your Employee Information as shown below. **You MUST enter SSN information WHEN USING THIS OPTION. This is due to our system configuration. If you do NOT want to include SSNs, please see above for instructions on how to upload a CSV file (you do NOT need to include SSN information in your CSV file). Click the ADD 5 MORE ROWS button for additional rows OIG COMPLIANCE NOW, LLC 9

10 Click SUBMIT. You will see confirmation on screen that your records have been saved successfully. If you submitted a CSV file, you will receive an notification that will contain an error spreadsheet if your files contain any errors. PLEASE CORRECT ANY ERRORS AND REUPLOAD YOUR FILE. If you have problems, please call us at **If you entered data manually, you will be notified by an OIGCN Investigator if your submission has any errors OIG COMPLIANCE NOW, LLC 10

11 INVESTIGATION At this point you have completed what is necessary for OIG Compliance NOW to conduct your screenings. An OIGCN Investigator will screen your submitted records against our sanctioned parties database, and then notify you of any name association matches. Common names such as John Smith and Maria Rodriguez will always result in name matches. We will need additional information from you to confirm or rule out the matches. Please provide us with the name of a contact person, ideally from HR or compliance, who can assist us with the investigation process. We appreciate your patience in working with our investigators. Once we have cleared name matches, we log that information in our Investigations database. This means that any previously cleared matches will not need to be re-investigated by you in subsequent months. REPORTING Reports are usually available in 48 hours, sometimes sooner. Investigations sometimes take longer if federal/state agency personnel are out of the office and can t respond to us. We will notify you of any challenges. You can access your screening summary reports in the portal by clicking on the DOWNLOAD REPORTS link: You will see your reports listed in the window. You can sort by Type or Submission Date. Click on the PDF icon to download your report. Summary reports are stored online in your portal for 18 months, and in our systems for 5 years. EXCLUSIONS **Exclusion reports are created separately and sent by secure to you, along with any supporting documentation. We will assist you, where possible, with management of discovered exclusions. OIGCN will notify all of your clients that are working with us of your compliance with the screening program. If exclusions are discovered, we will first notify you, and then we notify your associated clients that a potential exclusion exists (no employee names/details will be shared). It is then up to you to work directly with your clients to determine any restitution requirements OIG COMPLIANCE NOW, LLC 11

12 W-9 FORM You can download a PDF copy of a W-9 form template by clicking on the CREATE W-9 link. This form can be fully completed by you and sent to any facilities that ask for this information. A copy of your W-9 template will also be accessible through our system to any of our clients that are working with you OIG COMPLIANCE NOW, LLC 12