Vendor Onboarding Process Guide

Vendor Approval 

Once a vendor is approved by the coordinators, they will receive an email containing a link to the Vendor Information Form (via Cognito). 

Form Submission 

The vendor is required to complete and submit the Cognito form. Please ensure that all information provided is accurate and complete. 

1. Double-check your bank account and routing numbers to avoid processing delays or penalties. 

2. Upload a valid and current business license; incorrect or irrelevant documents will require resubmission. 

3. Select your business entity type carefully, as it will affect your tax classification. 

4. If the address on your business license does not match the address listed on your Vendor Form or W-9, you must either explain the discrepancy or resubmit consistent forms. 

5. If your city or state does not issue business licenses, you must provide alternative documentation that demonstrates you are operating a business (e.g., state registration, EIN confirmation letter, or a professional license). 

Note: The license or documentation must match the type of service being provided. For example, a license for speech therapy cannot be used to validate a business offering homecare services. 

Examples of Acceptable Proof of Business Operation: 

• City/County/State-issued Business License 

• State Certificate of Formation or Registration 

• EIN Confirmation Letter from the 

• IRS Professional License (must correspond to the service offered) 

Signature Request 

After submission, the vendor will receive a SignNow document for electronic signature. 

Document Verification 

Ritz FMS will: 

• Verify that all required fields are correctly completed. 

• Review the business license or equivalent legal documentation based on the vendor’s business type. 

Required Documentation by Entity Type (Just need one documentation for each vendor) 

🔹 Nonprofit Organization 

• IRS 501(c)(3) Determination Letter – Confirms tax-exempt status 

• State Business License – Required in many states 

• Charitable Solicitation Registration – If fundraising 

• Articles of Incorporation – Filed with the state 

🔹 LLC (Limited Liability Company) 

• State Business License 

• Operating Agreement – Often needed for legal and financial purposes 

• Articles of Organization – Filed with the state 

🔹 Corporation (C-Corp or S-Corp) 

• State Business License 

• Articles of Incorporation 

• Corporate Bylaws 

• S-Corp Election Form (Form 2553) – If applicable 

🔹 Sole Proprietorship 

• Business License – Typically from the city or county 

🔹 General Partnership 

• Business License 

• Partnership Agreement – Strongly recommended