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Payee/Vendor FAQ

About payments:

When will I receive my payment?

If you have received a remittance advice (a notification of direct deposit) find the field labeled “Deposit Date.” This is the date on which the deposit will actually be made to your bank. If it is past the deposit date, contact your bank, as sometimes it takes a bit more time for the bank to post the funds to your account once they are deposited. If you have not received your remittance advice, we suggest that you email us at payeehelpdesk@watech.wa.gov. Include your SWV number and taxpayer identification number (EIN or SSN) to help us find your payment.

Why did I get a check instead of direct deposit?

Before we can begin direct deposit, we need to verify your account with the bank. That process usually takes about two weeks.

If your payment is issued before the bank has verified your account, you will receive a check. Or, if the bank cannot verify your account (for instance because of a wrong account number), you will receive a check.

If the bank notifies us during the registration process that they cannot verify your account, we will send you an email to let you know. If you have not provided an email address, we will notify you by mail.

I received a payment but I need more information about it.

The Statewide Payee Desk only has access to the invoice number and the amount of the payment. If you need more information about the payment, you will need to contact the agency for which you provided the services or products. The agency name and phone number are listed on the remittance advice in the “payment detail” section.

If you received a payment and did not receive a remittance advice, send an email to payeehelpdesk@watech.wa.gov. Include the 6-digit payment number and the amount, as well as your SWV number or Taxpayer Identification Number (EIN or SSN) so that we can research the information for you.

I received a payment but it was not the amount I was expecting.

The Statewide Payee Desk only has access to the invoice number and the amount of the payment. If you need to know why the payment amount was different than you expected, you will need to contact the agency for whom you provided the services or products. The agency name and phone number are listed on the remittance advice in the “payment detail” section.

I received a payment that does not belong to me.

If you are calling within three days of the deposit date of the payment, call the Statewide Payee Desk at 360-407-8180 with the following information from the payment:

  • The 6-digit payment number
  • The deposit date
  • The SWV number on the remittance advice
  • your name and phone number

If it has been more than three days since the payment was deposited, you will need to call the agency that issued the check. The agency name and number is listed in the middle of the remittance advice.

I need to know what bank account the payment went to.

The Statewide Payee Desk cannot release bank account numbers over the phone. However, if you have your account number with you when you call, we can tell you if the deposit was made to that account and when.

I received a remittance advice in the mail, but the check was not with it.

Sometimes the checks stick to the envelope. Double-check the envelope to see if the check might still be there. If not, you will need to contact the agency that issued the check. The agency name and phone number are listed on the remittance advice in the “payment detail” section.

I need a copy of the remittance advice.

Email the Statewide Payee Desk at payeehelpdesk@watech.wa.gov. Include the 6-digit payment number and your SWV number.

About Direct Deposits:

What is direct deposit?

Direct deposit automatically places your payment into your checking or savings account. It's convenient, secure, and saves trips to your banking center. It also saves money for taxpayers as it requires less processing.

How soon will the direct deposit be in my account?

It usually takes 2-3 business days for the deposit to get from our bank to yours. However, direct deposit is safer and saves a trip to the bank to cash a check.

How can I sign up for direct deposit?

You can sign up for direct deposit by completing the Statewide Payee Registration. If you are already registered with the Statewide Payee Desk and want to change your payment method to Direct Deposit, you can use the same form to request a change.

How can I turn off direct deposit?

To change your deposit preference, send us an email from the email address that you gave us with your registration. In your email include your Statewide Vendor Number.

How will I know that I have received a direct deposit?

Three days before the payment is deposited, you will receive a notification of the pending deposit by email or US mail. Once the deposit has cleared and the bank has posted it, you will be able to see the funds in your account.

About your payee registration process

How do I register with the Statewide Payee Desk

You can register by completing the Statewide Payee Registration. Follow the Instructions for the Statewide Payee Registration. As soon as we have recorded your registration, we will send you an email confirming the registration and letting you know your Statewide Vendor Number.

How can I change the information in my payee registration record?

You can change all of your registration information, payment and notification options by completing the Statewide Payee Registration. Follow the Instructions for Statewide Payee Registration.

Note that we will need to create a NEW registration for you if you are changing:

  • the LEGAL NAME by which you report to the IRS
  • the EIN or the SSN for the legal name
  • the IRS reporting type for the legal name (corporation, LLC, sole proprietor, etc.)

You can use the same Statewide Payee Registration to request a new registration.

How will I know if my account has been set up?

It typically takes 3-5 business days to process a registration form that is complete. You will receive an email from us as soon as the account has been set up.

What is my Statewide Vendor Number?

You will receive an email from us as soon as the account has been set up. The email will include your Statewide Vendor Number. Or you can call us at 360-407-8180. Have your SSN or EIN handy.

How can I know if the changes to my account have been made?

The Statewide Payee Desk can tell you if the account has been set up. For faster service have you SSN or EIN ready when you call 360-407-8180

How do I change the bank account information in my record?

We do not change banking information over the phone for security reasons. To change your bank account information, you can complete a Statewide Payee Registration. Follow the Instructions for Statewide Payee Registration. Sign, scan and return the form to us.

About the security of your information:

What will my email address be used for?

Your registration can be processed much faster if we have an email address to communicate with you. Your email address will not be sold or shared with others. We will use it only to:

  • notify you that your account has been set up or changed
  • send notification of direct deposit if you selected that option
  • notify you if the bank is not able to verify your account when you register

Is my bank account information secure?

The information you provide on the registration form will be used to make payments to you as a payee and in any related investigations of a violation of federal or state laws. This information is not intended for use by the State of Washington for any other purpose. Any information you provide (such as an individual's name, home address, home telephone number, social security number, bank or other financial account numbers) is a public record, and once it is provided may be protected from release under the Public Disclosure Act, Chapter 42.17 RCW. However, the information you provide may be disclosed if necessitated by legal processes such as subpoena or court order. If you believe information you provided is being used for a purpose other than what was intended when submitted, you should contact the Payee Helpdesk at 360-407-8180.