Payee Data Record (STD. 204) - 1901.4

Payee Data Record (STD. 204) is Required

A completed Payee Data Record (STD. 204) must be obtained from a supplier prior to executing any procurement if the supplier is not a government entity.  The STD. 204 provides, among other data, a supplier’s taxpayer identification number and is used to determine when the payment(s) to the supplier is reportable (see SAM, Section 8422.190) and is needed in order to process payments of invoices.

For FI$Cal transactions: The STD. 204 shall be submitted to the FI$Cal Change Management Office in order to obtain a vendor number.  A supplier need only submit one STD. 204.  Should any information change, a new form is required.

Click here to access the Payee Data Record (STD. 204).

LPA Contracts and STD. 204

LPA contracts include the contractor’s signed STD. 204 as part of the completed contract.  Refer to LPA User Instructions for STD. 204 information.

STD. 204 on File Prior to any Payments

Regardless of the procurement approach (competitive, NCB, LPA, etc.) or payment method (invoice payment, advance payment or progress payment, etc.) the department’s accounting office must ensure a completed STD. 204 is in the FI$Cal system or in the procurement file prior to releasing any payments.

Compliance Requirement

Buyers should include a copy of the completed STD.204 in each procurement file.  If a department’s policy states that the accounting office will retain the official copy of the completed STD. 204, then the department’s purchasing policies and procedures must include how their procurement files will substantiate that the STD. 204 has been obtained and where the document is located.  If a department elects not to include a copy of the STD. 204 within each procurement file, then a statement must be included within each procurement file identifying that a completed STD. 204 has been obtained and where it can be located.