Vendor Intake Form Generator for the USA

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Key Requirements PROMPT example:

Vendor Intake Form

"Need a comprehensive Vendor Intake Form for a healthcare technology company that includes enhanced data security sections and HIPAA compliance requirements, to be implemented by March 2025 for all new suppliers providing software services."

Document background
The Vendor Intake Form serves as a crucial tool in vendor management and procurement processes within the United States. This document is typically used during the initial stages of vendor onboarding to gather comprehensive information about potential suppliers, including their legal status, tax information, compliance certifications, and payment details. The form helps organizations maintain compliance with federal and state regulations while establishing a standardized approach to vendor evaluation and risk assessment. Organizations use this form to create a verified vendor database and ensure proper due diligence in supplier selection.
Suggested Sections

1. Vendor Information: Basic company details, contact information, tax identification

2. Business Classification: Company type, size, diversity status

3. Tax Information: Tax ID, withholding requirements, state tax registration

4. Payment Information: Banking details, payment terms, preferred payment method

5. Compliance Certifications: Required licenses, permits, certifications

Optional Sections

1. Insurance Information: Insurance coverage details, when required by contract value or service type

2. Security Questionnaire: For vendors with data access or system integration requirements

3. Export Control: For international vendors or those dealing with controlled items

4. Sustainability: Environmental compliance and sustainability practices, if relevant to procurement policies

Suggested Schedules

1. W-9/W-8 Forms: Tax documentation forms

2. Insurance Certificates: Proof of required insurance coverage

3. Licensing Documentation: Copies of relevant business licenses and permits

4. Bank Verification Letter: Confirmation of banking details for payment setup

5. Diversity Certifications: Documentation of diversity status claims

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Clauses
Industries

Tax Regulations: Compliance with Internal Revenue Code, Form W-9 requirements for U.S. vendors, Form W-8 series for international vendors, and state-specific tax requirements

Business Registration & Licensing: State business registration requirements, industry-specific licensing requirements, and local business permits

Data Privacy & Security: Compliance with CCPA (California Consumer Privacy Act), state-specific data privacy laws, and GDPR if dealing with EU vendors

Anti-Money Laundering: Compliance with Bank Secrecy Act requirements and USA PATRIOT Act

Trade Compliance: Export Administration Regulations (EAR), International Traffic in Arms Regulations (ITAR), and restricted party screening requirements

Equal Opportunity & Non-Discrimination: Compliance with EEOC guidelines and federal contractor requirements if applicable

Insurance & Liability: State-specific insurance requirements, workers' compensation requirements, and professional liability coverage requirements

Industry-Specific Regulations: Specific regulations for healthcare (HIPAA), financial services (Dodd-Frank), and government contracting (FAR/DFAR)

Cybersecurity: NIST guidelines, industry-specific security requirements, and state data breach notification laws

Payment Terms: Compliance with Prompt Payment Act if government-related and state-specific payment regulations

Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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