Vendor W-9 Collection
ActiveTier 2Last reviewed: Jan 28, 2026 · Owner: Finance Ops Engine
SOP Document
View SOPHide SOP
Purpose
- Track and chase vendor tax document submissions
Inputs & Systems
- Outlook
Escalation & Audit
- Escalate exceptions, material variances, or confidence below 85% for human review.
- Log every action with timestamp, system touched, and SOP rule applied.
Extracted Rules
Vendor W-9 Follow-UpSend reminders for missing vendor tax documents.Review if < 85%
Vendor W-9 Follow-Up
Send reminders for missing vendor tax documents.
Conditions
- Vendor W-9 missing
Actions
- Send reminder email
- Log follow-up status
Escalation
Escalate unresolved requests for finance review.
Systems
OL
Recent Audit Trail
OL
Vendor W-9 Collection executed
Auto-resolved
98%
Jan 28, 2026 · 10:12am
OL
Vendor W-9 Collection exception flagged
Routed for review
81%
Jan 27, 2026 · 4:36pm
OL
Vendor W-9 Collection audit export generated
Audit log stored
—
Jan 26, 2026 · 9:02am
Version History
v1.2Jan 28, 2026
Reviewed escalation thresholds and audit checkpoints.
v1.1Jan 12, 2026
Expanded system mappings and exception handling.
v1.0Dec 18, 2025
Initial SOP release from core library.
Escalation Chain
Step 1
AP Manager
Trigger: Exception > $5K or missing PO
SLA: 4 hrs
Step 2
Finance Ops Lead
Trigger: No response within SLA
SLA: 12 hrs
Step 3
Controller
Trigger: Escalation threshold reached
SLA: 24 hrs