POLICYANDPROCEDUREMANUAL

SOPNO:
ACCTGAP0015/15
DEPARTMENT: ACCOUNTINGSUBSECTION:ACCOUNTSPAYABLE
SUBJECT:
VENDORSETUPANDMAINTENANCEISSUEDATE:MAY1,2015

POLICY:
AlladditionsandchangestoAccountsPayableVendorfilesarevalidandproperlyapproved.

PROCEDURE:

1. AccesstotheAccountsPayableVendormaintenanceisrestrictedonlytoauthorizedpersonnelwho
areadequatelysegregatedfromincompatibleduties.Additionsorchangestothevendorfileare
properlyapprovedbytheVPofFinanceorCorporateController.

2. Thedepartmentmanagerprocuringgoodsorservicesfromanewvendormustsecureanynecessary
vendordocumentationincludingtaxstatus(e.g.properlycompletedW9),commercialor
governmentallicensesorothercertificationrequiredbylaw.Thisdocumentationmustbesubmitted
toAccountingandwhowillmaintaintherecordselectronically.Exemptionstothisrequirementare:
Employees,GuestswithDepositrefundsandGovernmentalEntities.

3. UponapprovalbyVPofFinanceorCorporateController,theCorporateStaffAccountantorProperty
AccountsPayableDesigneewillcreatethevendorintheAccountsPayableSystemusingtheAtrium
VendorNumberingGuidelines.

4. TheVPofFinanceorCorporateControllershouldreviewthelistingofalladditionsandchangestothe
vendorfileforappropriatenessandresearchquestionablevendorsquarterly.Annually,theyshould
reviewthemasterlistingforduplicateorinactivevendorsandmustbepurged.Documentationofthe
reviewmustbesigned,datedandmaintainedonfile.

5. Annually,theCorporateStaffAccountantswillissue1099stoallapplicablevendorsaccordingtoIRS
Regulations.