An active Statewide Vendor (SWV) number is required to receive an early learning award, incentive or reimbursement payment from the Department of Children, Youth, and Families (DCYF).
To process an approved payment, the SWV number must be recorded in the early learning Workforce Registry (MERIT) and assigned to either an individual or facility depending on the payment type.
| Payment Types | |
|---|---|
| Education Award |
|
| Early Achievers Quality Improvement Award |
|
| Needs-Based Grants |
|
| Training Reimbursement |
|
Before you begin, please read all instructions carefully. A form cannot be processed if filled out incorrectly.
Step 1: Print and complete a Provider Registration (W-9) form.
- You must complete the most recent version of this form (last updated February 1, 2020).
- You must sign with a pen. A stamped, inserted or electronic signature will not be accepted.
Step 2: Complete a Direct Deposit Authorization form (optional).
- You will be contacted by the Office of Financial Management (OFM) to verify all banking information. You must respond before a change can be made.
- All first time payments are delivered by mail. A direct deposit payment requires additional time for verification and authorization by your financial institution.
- You will receive an email notification with information about the deposit when a payment is made.
Step 3: Submit completed form(s) through one of the following:
- Scan to PDF format and email to ProviderFileUnit@dshs.wa.gov
OR - FAX to: (360) 902-8268
OR - Mail to: DCYF, PO Box 45812, Olympia, 98504
Step 4: Add SWV number to MERIT
- Once you have been assigned a SWV number, please contact DCYF.StatewideVendorRegistration@dcyf.wa.gov to have it added to the Workforce Registry (MERIT).
- If you already have a SWV number and this is not reflected on your MERIT record, please check the Statewide Vendor number lookup. If your number appears here please contact the DCYF.StatewideVendorRegistration@dcyf.wa.gov with your SWV number.
If you have any questions about the forms, please email the DCYF.StatewideVendorRegistration@dcyf.wa.gov.
To process an approved award, reimbursement or incentive payment, the information on file with the Office of Financial Management (OFM) and the early learning workforce registry (MERIT) must match. You will receive a notification from DCYF if your information on record does not match.
Complete a Provider Change Form to update any of the following:
- Authorized contact person
- Doing Business As (DBA)
- Telephone number
- Email address
- Mailing address
- Add additional business locations under the same Taxpayer Identification Number
How to complete a Provider Change Form
Step 1: Print and complete a Provider Change Form.
- You must complete the most recent version of this form (last updated February 2020).
- You must sign with a pen. A stamped, inserted or electronic signature will not be accepted.
Step 2: Submit completed form(s) through one of the following:
- Scan to PDF format and email to ProviderFileUnit@dshs.wa.gov
OR - FAX to: (360) 902-8268
OR - MAIL to: DCYF, PO Box 45812, Olympia, 98504
Step 3: Confirm Request with OFM
- You will receive an email or letter to confirm the change request. You must respond before a change can be made. Once confirmation is received, it takes 10-15 days for OFM to process
To update your information on record with the Workforce Registry (MERIT), please email MERIT@dcyf.wa.gov or call 1-866-482-4325 Option 5.
PLEASE NOTE: To update your name and/or date of birth in MERIT, you must provide a copy of a valid ID. Additional information is available on the MERIT Workforce Registry page.
Please be advised that processing times may vary due to high volumes.
- It typically takes 10-15 business days for the Office of Financial Management (OFM) to process completed forms. If you provided an email on the Provider Registration (W-9) form, you will receive an email indicating your assigned SWV number.
- You should receive your approved payment within 1-3 weeks after you receive your SWV number.
- If you have submitted forms and you have not received your payment within this timeframe, contact our Statewide Vendor Registration Desk at DCYF.StatewideVendorRegistration@dcyf.wa.gov.
PLEASE NOTE: If you have not received communication regarding your submitted forms, please check your “junk” or “spam” folder.
Please be advised that processing times may vary due to high volumes.
Provider Registration (W-9) form:
Use this form to complete one of the following:
- Apply for a new Statewide Vendor number;
- Update your legal name (i.e. last name or company name);
- Register for a new tax identification number (TIN)
Direct Deposit Authorization form:
Complete this form to add or change direct deposit information.
Complete this form to change contact information. This information may include:
- Change the authorized contact person
- “Doing Business As” (DBA) name
- Phone
- Mailing address
- Add additional business location under the same EIN
If all necessary forms are completed correctly, it typically takes 10-15 business days for the Office of Financial Management (OFM) to process forms. If you provided an email on the Provider Registration (W-9) form, you will receive an email indicating your assigned SWV number.
For more questions regarding your SWV forms please contact DCYF.StatewideVendorRergistration@dcyf.wa.gov.
There are several reasons forms are rejected AND requires a new form to be completed. The reasons may include:
- Forms are not filled out correctly
- Forms are missing information
- Forms received are illegible
- Forms have an electronic signature
- Forms have been modified (forms have crossed out or whited out section within them)
- Incorrect form submitted
If you think you already have a SWV number please use the Statewide Vendor number lookup tool. To have a SWV number added to the Workforce Registry (MERIT), please contact the DCYF.StatewideVendorRegistration@dcyf.wa.gov.
A Statewide Vendor (SWV) number may become “blocked” due to inactivity or mismatched information on record. If you have an approved award, reimbursement or incentive payment and your SWV number becomes blocked, you will receive a notification from DCYF.
If your SWV number is blocked, you will need to apply for a new SWV number. Print and complete a Provider Registration (W-9) form.
Once you have an active SWV number added to the Workforce Registry(MERIT), you will receive your payment within 1-3 weeks after your payment is approved.
For more questions regarding your SWV forms, please contact DCYF.StatewideVendorRergistration@dcyf.wa.gov.
If you live outside of Washington State but you are currently employed as an early learning professional in Washington State, you are still eligible to receive your award, reimbursement or incentive payment.
You have up to 12 months from the date of the approved payment to receive a SWV number and have it added to the Workforce Registry (MERIT). If the necessary forms are not completed and processed within this timeframe, the award, reimbursement or incentive is no longer eligible for payment.
Once OFM has processed your submitted SWV forms, you will be sent an email indicting your SWV number. Once you have been assigned a SWV number, please contact DCYF.StatewideVendorRegistration@dcyf.wa.gov to have it added to the Workforce Registry (MERIT).
If you think you already have a SWV number please use the Statewide Vendor number lookup tool. To have a SWV number added to the Workforce Registry (MERIT), please contact DCYF.StatewideVendorRegistration@dcyf.wa.gov.