Electronic Supplier Contact File Requirements
As part of the implementation of your GRMS Supplier Risk Assessment Program, GRMS is required to obtain from its client an electronic supplier contact file within 14 days of contract execution.
This electronic file generally includes the contact information for all suppliers which payments have been made to during the last 18 months.
Our definition of a supplier is any “non-personnel expense”.
GRMS will eliminate any duplicates from this list, eliminate certain categories such as government agencies, internal payees, etc., and populate any missing information.
(Best Practice: Include all active suppliers from the last 18 months with $10,000 spent or more)
The format for this file is usually a MS-Excel file with the following fields:
| Supplier Company Name | Required |
| Street Address | Preferred |
| Street Address #2 | Preferred |
| City | Preferred |
| State / Territory / Province | Preferred |
| Zip Code / Postal Code | Preferred |
| Country / Region | Preferred |
| Telephone Number | Preferred |
| Fax Number | Preferred |
| Tax ID Number | Preferred |
| Main Contact Person | Preferred |
| Main Contact Telephone | Preferred |
| Main Contact Email Address | Preferred |
| YTD Spend Amount | Preferred |
Excluded Categories
PLEASE BE SURE TO REMOVE ANY SUPPLIERS THAT MAY ALSO BE CLIENTS
The following supplier categories are typically not included in the GRMS Supplier Risk Assessment Program
| Associations | Insurance companies and agencies |
| Attorneys and Law Firms | Landlords and Building Owners |
| Banks and Financial Institutions | Newspapers and Magazines |
| Credit card companies | Not For Profit Organizations |
| Credit Unions | Parking structures |
| Data Companies (D&B, Dow Jones, Ecovadis, Equifax,Experian, LexisNexis, Thompson Reuters) | Restaurants |
| Delivery Services (DHL, FedEx, UPS) | Safety Screening Companies (ISN, Avetta, Complyworks, Browz) |
| Finance and Leasing companies | Storage facilities |
| Employment Screening Companies (HireRight, Kroll) | Title companies |
| Government Agencies and Taxing Authorities | Travel Related (Airlines, Rental Cars, Travel Agencies, Travel Sites) |
| Hotels and Motels | Unions |
| Individuals | Utilities – (Cable, Electric, Gas, ISP, Telephone, Water) |
Should you have any questions regarding this information, please contact your GRMS Client Implementation Manager.
