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Compliance Depot Vendor Credentialing

• Company Background – 4

• Benefits the Vendor – 4

• Documents Collected – 5-6

• Relationship Responsibilities – 8

• Vendor Types – 7

Accessing the Website

• Accessing the website – 10

• Retrieving lost/forgotten passwords - 11

Navigating the Website

• Home – 13

• Locations – 15

• Vendors – 16

o Vendor Search – 17-19

o Vendor Information – 20

o Vendor Documents – 21-22

o Insurance Sample – 23

o Review Vendor Account – 24-25

o Pass/Fail Summary – 26-27

o Add Vendors – 28

Link Compliance Depot Vendors – 29

Link Company Vendors – 30

Add New Vendors – 31

o Priority Vendor List – 33

o Removing Vendors – 34

o Add Vendor Information – 35

o Vendor Export – 36 -38

• Users – 39

• Reports – 40

o Evaluation Report – 41

o Location Report – 42

o Enrollment Report – 43

o Vendor Change Report – 44

o Minority-Owned Business Report – 45

o Printing or Exporting Reports – 46

• Training/Vendor Information – 47

o Vendor Process Flow Chart– 48

o Vendor Notification Schedule– 49

o Vendor Tips – 50

o Contact Information – 51

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Compliance Depot’s vendor credentialing process will assist clients in qualifying

prospective vendors, independent contractors, business partners, customers, etc.

Our services include credentialing prospective product or service vendors as well as your

current vendors.

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Vendor Credentialing will ensures that all vendors within the same industry designation meet the same requirements to conduct business with your company.

Vendors will feel confident that they are not being outbid by competitors who have not been qualified based upon the same set of business criteria.

Vendors will have one centralized place to submit all necessary documents required to conduct business with your company.

Vendors no longer have to provide separate copies of documentation to multiple locations.

Vendor Credentialing will notify the vendor and their insurance agent in advance of any upcoming insurance policy expirations.

Vendor Credentialing has over 150 client companies that use the database on a regular basis when searching for new or replacement providers.

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W-9

Documentation and verification of Tax Identification Numbers

Verified with IRS

Vendor Agreement

Contract between management company and vendor

Certificates of Insurance

General liability, auto liability and workers’ compensation. If deemed appropriate by the scope of service professional, excess, on-hook or garage keepers liability may also be monitored.

Endorsements

Additional Insured, On-going & Completed, Waiver of Subrogation, Primary & Non-contributory

Professional / Contractors Licenses

Electrical license, Plumbing license, etc.

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Background / Due Diligence Screening

Public Record Searches

National Criminal Record Search

Felonies, Misdemeanors, Violent crimes

National Sex Offender Search

Bankruptcy, Lien & Judgment Search

Uncovers potential financial instability

Government Watch List Search

OFAC (Office of Foreign Asset Control), Money Laundering, Terrorist Watch List and FBI’s Most-Wanted Databases

Necessary for compliance with Federal Laws tied to the 2001 Patriot Act, The Money Laundering Act of 1986 and Executive Order 13224

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• The enrollment fee is paid by the vendor on an annual basis on the anniversary date of the

vendor’s initial enrollment with Vendor Credentialing.

• The fee is for the evaluation, it is not based on an approval, nor is it a guarantee of

approval.

• Fees are paid per client company and NOT per location.

• Fees vary based upon the vendor’s industry code.

• Fees are not driven by the expiration of insurance.

Note: On-site vendors may have different insurance limit requirements based upon the scope of service if required

by the client. For example, a carpet cleaner may not have to provide insurance limits that are as high as a

mold abatement provider. However, all carpet cleaners would have to meet the same requirements and all

mold abatement providers would have to meet the same requirements.

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Vendors that do visit your location when

providing goods or services. For example,

electricians. The vendor is required to

provide a W-9, certificate of insurance, and

any supporting documents (i.e. vendor

agreement, professional license, etc.).

Vendors that do not physically come on to

the location to provide goods or services. For

example, a supplier that sends all products to

the community via UPS. The vendor is

required to provide a W-9 and any

supporting documents, but is not required to

provide insurance.

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– Forward vendors to Vendor

Credentialing for enrollment

– Update missing vendor

information on the website (fax, e-

mail, etc.)

– Remove vendors from the location

list if the vendor is no longer

providing goods/service to the

location

– Periodically review the information

reflected on the website and

report any discrepancies to the

call center at 888-493-6938

– Contact vendors and request

insurance documents based upon

the client criteria and the vendor

industry code

– Notify vendors when

documentation contains errors or

is missing information

– Ensure that vendors are

approved only after meeting all

requirements designated by the

client company

– Post documentation to the website

for access by location managers

Note: Before calling the call center for vendor’s status, review the information available via the website. The website is a

valuable tool that will outline the vendor’s deficiencies. The information available on the website is the same

information available to the call center representatives.

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Bookmark this link for easy access.

https://www.compliancedepot.com/webapp/Login.aspx

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If you do not have your user name and password, select the “Forgot my password” hyperlink and enter the email address associated with your account. The user name and password will be sent to that email address.

If you receive a message that the email address entered is not found, please email customerservice@compliancedepot.com for assistance. Please state the name of your company and vendor ID in the body of the email.

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Home Tab which will allow

you to navigate the different

pages of the site using the

tabs found on the left or the

blue hyperlinks found above

the description of each tab.

Dashboard

Shows vendor health in three

helpful charts.

Location

Address card information

regarding your location

Vendors List of vendors that are

linked to your location and their

current status.

Users

User name and password with

email address associated with

the location and access rights.

Reports

Contains a menu of different

reports that can be generated

for the location.

Training

Contains a link to attend live

training.

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Enrolled

This chart shows a percentage of all

enrolled vendors.

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Vendor Status

This chart is an interactive pie chart showing

all vendor statuses. Click on any of the

statuses to remove from the chart.

Approved

This chart shows a percentage of

approved vendors.

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Location tab is an address

card for your site. The page

will indicate the contact

information that is on file with

Vendor Credentialing.

Update the information on

this page by clicking on the

blue hyperlinks.

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Vendors tab can show user’s vendor list three ways. It will automatically default to a specific location, to see a broader

list of vendors, there’s a choice to view:

• Management companies vendor list

• Vendor Credentialing’s vendor list

• This list shows all vendors that are linked to your specific location

To begin searching for a specific vendor, click Search in the menu to the left or click Search blue above the vendor list.

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Vendor IDVendor’s 6 digit Compliance Depot account number.

Client Vendor # Vendor’s account number issued by the property management company.

Vendor NameVendor’s business name as it appears on the W-9.

City/State/Zip Code/RangeThe geographical location where your vendor conducts business.

Industry typeThe type of service the vendor provides to your location. For example, an electrician.

RecommendationCurrent status of the vendor in relation to the approval process.

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Marketing Search In addition to the vendor’s current industry code marketing search can also display three other services. The vendor may also type in a personal message for you to see once the vendor’s account is selected.

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Defined recommendations:

Approved

Vendor has enrolled and provided all of the

necessary documents required in order to

become a compliant vendor based upon their

risk level.

Declined

Vendor has enrolled and provided

documentation however an item has been

detected on the background screen.

Examples - bankruptcy, liens, criminal

records, etc.

Pending

Vendor has enrolled but has yet to provide

any documentation for review or has

provided documentation and the

documentation is currently being processed.

Incomplete

Vendor has enrolled and either has not yet

provided all documentation or the documents

provided contain errors. For example - W-

9 is not signed or insurance coverage has

expired.

Exempt

Vendor is not required to enroll and

participate in this process. This vendor may

be used the same manner as an approved

vendor.

Locked

Vendor has gone past their annual renewal

anniversary date and they have not enrolled

for another year.

Not Enrolled

Vendor has not paid the enrollment /

processing fee.

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ID

Vendor’s 6 digit Compliance

Depot account number.

Name

Click here to view more details

about the vendor’s business.

Recommendation

Shows vendor’s status with date

and time stamp.

Business Address

Vendor’s business address, which

can only be updated by W-9.

Remit (Pay) Address

Address where vendor wants to

receive payments.

Phone/Fax/Email

Current status of the vendor in

relation to the approval process.

Doc(s)

Click this icon to review vendor’s

documents.

Insurance

Click here to view a sample

insurance certificate that can be

exported to a PDF document to

be printed or emailed.

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Click on the paper icon

located on the “Vendors” tab.

Review and/or print any of

the documents that a vendor

has submitted to Vendor

Compliance.

If Vendor Credentialing has

not received any documents

from the vendor, the “Doc(s)”

column will be blank.

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Note: If a vendor informs you that they have supplied documents and you do not see the paper icon then the vendor has

most likely not paid their enrollment fee. Documents submitted by vendors that have not paid the annual enrollment fee

to Vendor Credentialing will be placed on hold by the system.

Documents on hold are not accessible for viewing or printing, unless uploaded by the vendor.

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Search for the applicable

document by clicking on the blue

down arrow button located next to

the Document drop list.

Click on the certificate of

insurance, endorsements, vendor

agreement, W-9 or trade license,

and it will appear below.

To enlarge the document, click

“Full Size”. To return the document

to the original size select “Fit”

filter.

Under the blue wide bar, notice a

list of policies collected that

include policy numbers, with

Effective and Expiration dates.

To print the document utilize the

PDF menu to print or download the

document, if PDF menu doesn’t

display, then right click on the

document and select print.

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The Sample Certificate outlines the

requirements that your company has set

forth for vendors and can vary based

on the risk level of the vendor’s

industry.

The following information is outlined on

the sample –

• General Liability Insurer Rating

• General Liability Limits

• Auto Liability Limits

• Excess Liability Limits (if required)

• Workers Comp Limits

• Additional Insured Verbiage

• Certificate Holder Information

• Notice of Cancellation

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Message from the Vendor

Vendor’s messages to the customer

Find Vendor Type new vendor ID here to

quickly search for another vendor

Vendor Name

Vendor’s business, as shown on the W-9

Vendor ID

Compliance Depot account number

Recommendation

The vendor’s current status

Vendor Number

Your internal accounting ID number

Industry Code

The type of service provided by the vendor

Address

Address shown on the W-9

Remit Address

Address for vendor payments

Contact Information

Phone/Fax/Email

Click the vendor hyperlink to view more information.

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Location Vendor List

Add or Remove vendors from

locations vendor list.

Notes

• The vendor’s account will

be noted each time we

send the vendor a notice

and indicate what type of

notice the vendor receives.

• Other items that are

documented in the note

field will include

summaries of phone

conversations or email

correspondence between

Compliance Depot

customer service

representatives and the

vendor.

• Reviewing the note field

will allow you the most up-

to-date and

comprehensive information

available regarding your

vendor.

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Click on the recommendation hyperlink

located just below the vendor’s name

and vendor ID number which is located

on the vendor page.

Each requirement set by your corporate

office is listed as a line item under the

criteria column.

Next to each line item a pass or a fail

result will be indicated.

Once your vendor has received a “Pass”

next to each line item, they will move

into an “Approved” status.

A “Fail” next to a line item indicates that

particular information is still outstanding.

These fail points will appear in gray.

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To enter an override, click

To review the vendor’s documents

from the pass/fail summary; click

the “View Documents” next to

Documents.

To review the sample certificate;

click the “Sample Insurance

Certificate” hyperlink next to

Insurance.

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There are three different ways to add a vendor:

1. Link a vendor to your location list from the Compliance Depot vendor list

2. Link a vendor to your location list from your Company’s master vendor list

3. Add a new vendor to Compliance Depot by clicking Add Vendor

Linking is defined as attaching the vendor to your list. It informs Compliance Depot that you either have an existing business

relationship with the vendor or you want to establish a business relationship with the vendor.

Please keep in mind, linking a vendor to your list from the Compliance Depot list will add the vendor to your specific location list as

well as your company’s master list.

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ADDING A VENDOR TO YOUR LOCATION LIST

1. Select Compliance Depot Vendors radio button

and deselecting the “Show Enrolled Only” box.

2. Search for your vendor.

3. Click the vendor name, a blue hyperlink, to view

the vendor page.

4. Once on the vendor page, click the “Add”

hyperlink.

The vendor will now be located on both your

company’s master vendor list and your specific

location vendor list.

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1. Click Client Company Vendors.

2. Search for the vendor.

3. Click the vendor name, a blue

hyperlink, to view the vendor page.

4. Once on the vendor page, click the

“Add” hyperlink.

The vendor will now be located on both

your company’s master vendor list and

your specific location vendor list.

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ADDING VENDORS

• Complete all fields with a red

asterisk

• Click Save

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A letter will be generated

within 24hrs to either be

emailed or faxed to the

vendor. The letter will include

a property list for your

company.

Welcome Letter to the Vendor

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ADDING A NEW VENDOR

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We help vendors get approved. Each management company can

select up to 5 vendors at any given time, that have been

designated as an “urgent need” to provide service to your

properties.

Your 5 vendors will be escalated to a special team for rush

handling.

To utilize this service, have either your regional manager or

someone at your corporate office add your vendors to this list.

Note: Our team will initiate contact with the vendor 5 times before

they are removed from the list.

PRIORITY VENDOR LIST

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Priority Vendor List

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• Search for a vendor from your location list• Click on the vendor company name • Click “Remove” hyperlink.

Removing the vendor from your location list will not unlink them from your company’s master vendor list, it will only remove them from your specific location list.

It is beneficial to keep your list as updated as possible so that only your current vendor list will populate when reviewing the website. It also helps identify your current vendors for Compliance Depot so that we can prioritize those vendors as needed.

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REMOVING A VENDOR

Remove a Vendor from your Location

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Select the type of information that

will be added from the drop down

menu.

For example –

• Click + New Phone

• Enter Number type and Phone

• Click Save

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ADDING VENDOR INFORMATION

Add Vendor Information

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• The Export feature provides the

location detailed information

regarding your vendors.

• Export can be narrowed down by the

following information:

• Vendors with or without a Vendor

Number for your corporate office

• That are or are not assigned to

locations

• That have been assigned a new

recommendation, evaluated, added to

your company list or added to your

location list based on days/months

• Status

• Do or do not have overrides

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VENDOR EXPORT

Vendor Export

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Once the search has been narrowed

down, follow these steps.

• Click Apply. All vendors that match

that specific criteria will populate

at the bottom.

• The vendor list may be exported

by choosing the file type. Then click

the Export button located at the

bottom of the screen.

The information will be generate in

the format of your choice.

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VENDOR EXPORT

Exporting the Vendor Export

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•Vendor ID

•Vendor Number

•EIN

•Business Address

•Remit address

•Contact Information

•Status

•Tax Name

•Company Type

•Industry

•Unlink Date

•Evaluation Date

•Accounting Status

•Linked to locations

•Number of locations linked to

•Location Link Date

•Renewal Date

•If a W9 has been received

Link Date

•The name of the vendor as shown on

the W9

•Expiration dates for General Liability,

Workers Comp, Excess Liability and Auto

Liability policies

The Export will contain in depth information for the vendor such as:

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VENDOR EXPORT

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The users tab shows the different user names

that have been established for a location.

Most locations will only have one user name

and password.

By selecting the user name, you may retrieve

an in-depth view of the account access.

Ensure that the email address for your location

has been entered correctly and does not

contain any mistakes. When you click on the

“Forgot my password” link, the system will

send the user name and password to the email

address we have on file for the location.

Note: This must be the location’s email address

and not a personal email address. You will be

able to view the access level, location, and

email address that Compliance Depot has on

file for the location.

You may also request to receive notifications

from Compliance Depot. The “Vendor’s

Insurance is about to expire” notification will

be sent to your email prior to your vendors

certificate expiring. The “Recommendation

Change” email is one email that goes out

every 24 hours that will list any vendors whose

status has changed.

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USER TAB

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REPORTS TAB

Each location has access to generate five reports within the Compliance Depot website.

A description of each report is located directly beneath the report title.

Note: It is not necessary to select a start and end date when generating the reports at the site level.

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The Evaluation Report will provide a list of all

vendors that are linked to your specific location.

The list will appear in alphabetical order and will

also provide the current status for each vendor.

The Evaluation Report will not show “Not Enrolled”

vendors; however any vendors who have begun the

process or are exempt will populate on this report.

For details regarding why a specific vendor is

incomplete, click on the vendor’s name, a hyperlink,

and will take you to the pass/fail summary for you

to review why a vendor is incomplete.

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EVALUATION REPORT

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The Location Report provides

information on a company wide basis

that can be expanded upon to

provide specific property location

information.

The report will indicate the total

number of vendors associated with a

specific location as well as provide

executive level users and Compliance

Depot the most recent log-in

information.

This report will break vendors

down by:

• Vendor Count

• Vendors without phone

• Vendors without fax

• Vendors without email

Click on the number in the vendor count column to get a more detailed list

and view the contact information for that vendor. For example, to see a

vendor list report click for Amber Landing.

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LOCATION REPORT

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The Enrollment Report also provides information on a company wide basis that can be expanded upon to

provide specific property/location information. The report will indicate the total number of vendors and

the corresponding percentage by status recommendation.

By clicking on the location

name, you will be able to

navigate through each status

type individually.

Click the “+” next to the status

you would like to review, a list

of vendors in that status will

populate and provide their

contact information.

Note: The Enrollment Report is

useful if you would like to view

the vendors for other locations

in your area.

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ENROLLMENT REPORT

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The Vendor Change report will populate a list of vendors whose information has changed within a specific time period. This includes

any change to the vendors account, such as status changes, email, phone and address changes.

Enter the “Start Date”, “End Date” then click on the “Vendor Change Report” hyperlink. Only the information that has changed for the

vendor will populate.

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VENDOR CHANGE REPORT

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This report shows any vendors that have minority certifications on file with Compliance Depot.

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PRINTING OR EXPORTING REPORTS

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All reports may be printed or exported.

• To print reports right click on the report and select Print

• To export the report to an applicable format, click the

disk icon. This provides a drop down box.

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PRINTING OR EXPORTING REPORTS

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Need training on Compliance Depot?

A live training is conducted twice monthly on Thursday at 1pm CST.

Click the link to enroll for training.

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TRAINING

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VENDORS SHOULD BE APPROVED BEFORE THEY START WORKING AT YOUR PROPERTY!

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VENDOR PROCESS FLOW CHART

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NOTE: Notifications only sent during business days/hours.

Document/Reason When Sent/How Often

Enrollment Letters 1 - 5

*New Vendor – just added or linked

1st – Within 24 hours

2nd – after 5 days

3rd – after 10 days

4th – after 17 days

Final – after 24 days

These are standard intervals, but a client can

request longer/shorter timeframes.

Account Renewal Letters 1 - 4 1st - 30 days prior to renewal date

2nd – 5 business days later/Week 2

3rd – 5 business days later/Week 3

4th – 5 business days later/Week 4

5th – 5 business days later/Week 5

Insurance Expiration Letter 15 days prior to expiration date

Incomplete Letter Every 7 business days (until vendor is approved)

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VENDOR NOTIFICATIONS SCHEDULE

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Keep Your Email Address Up To Date:

Email is the primary way Compliance Depot will notify you regarding status changes therefore it is

important to make sure it is accurate.

Make Sure Emails Are Not Ending Up in the Junk:

All email notification from Compliance Depot will come from notification@compliancenotifcation.com.

Make sure you mark this email address as safe.

Reference Vendor ID Number on All Submitted Documents:

This will ensure the documents are not misplaced and are reviewed in the most efficient manner.

Have Your Insurance Carrier Submit Documents Direct:

Print out a sample insurance document from your vendor homepage under required documents. Provide

this to your insurance carrier so they know exactly what is required.

Don’t Assume They Are Approved:

Just because documents have been sent to Compliance Depot does not mean they have met the required

standards.

Let Compliance Depot Know If You Are Unhappy With Service:

Complaints regarding Compliance Depot should be directed to customerservice@compliancedepot.com

This assigns a case manager to the compliant and assures quick resolution.

Be Patient:

It takes up to 24-48 hours for documents to be processed after submission. Log in to your account to

confirm the vendor’s status has been updated.

Make Sure The Vendor Picks the Appropriate Industry Category:

Although the vendor’s company may provide several types of service, they need to pick the industry

category that reflects the type of service you will be providing the Property Management Company.

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VENDOR TIPS

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•Enrollment, Payments, and General Questions

• (888) 493-6938 extension # 4

• customerservice@compliancedepot.com

•Insurance Questions and To Check Vendor Status

• (888) 493-6938 extension # 5

• customerservice@compliancedepot.com

•Training Requests ** Open Enrollment Training occurs at 1 pm CST**

• vctraining@realpage.com

•Document Submission **Please allow 24-48 hours for processing**

• Vendor upload is preferred

• E-mail to documents@compliancedepot.com

• Fax to (877)665-8910

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CONTACTUS INFORMATION

CONTACT US

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TRAINING MANUAL DISCLOSURE