BIS Admin - Renewals

BIS Administrative - Vendor Renewals

Introduction: Each vendor subscription is valid for one year from the date of payment (365 days, not fiscal year, not calendar year). A few weeks before the subscription is due to expire, expiration emails will be sent out. You will get many types of responses:

No response
Phone call asking how to renew
Email asking how to renew
Email/Phone call saying they aren't interested in renewing at this time.
Self-renewal

At this point you will probably be explaining how to renew the subscription. The vendor needs to update any information in the Vendor Profile Form (VPF), and re-submit the updated VPF along with the annual BIS fee, currently $75.00. If the vendor is able to self-renew, you will see a Renewal email notification. Now you should make sure either a credit card payment has been made, or a check should be coming in the mail a few days after you receive the email notification.

If a credit card payment is made, then the BIS System automatically updates the vendor account. If a check is received, you need to manually adjust the date in the vendor account to the following year.

Check Renewals
If you are sent a Vendor Profile Form with payment, check the vendor records first to see if they are a current subscribing vendor or not. If they are, proceed to the "Process a Renewal" Link on the System Administrator Home. (This link is near the bottom of the page). This allows you to masquerade as the vendor in order to renew the subscription.

Choose a vendor and hit continue.
Check the VPF for any changes that the vendor may have made.
Enter the Corporate Officer Name, Title and the current date.
Choose the method of payment and hit Apply.

Once you have followed all those steps, you will need to login as the Administrator and update the vendor account if paid by check.

Print out the renewal email notification, match it with the check and put them in a folder for the Office Manager to review. The Office Manager will stamp the email notification with a PAID stamp and return the email for filing. If the vendor paid by credit card, the Office Manager will also stamp a PAID mark on a credit card notification email to be filed along with the renewal email.

Expectations: Vendors may expect credit card renewals to be automatically approved. Check renewals will be approved on the day the check is received. Expired vendors have no access to view/download RFP/proposal documents until the subscription is brought up-to-date.