Answers to frequently asked questions about Wisconsin Department of Administration (DOA) and IRS forms
Our payment system requires that all services need to be set up as "suppliers" with the State of Wisconsin. These forms collect the information required for this process and ensures accurate and timely payments.
No, you will only fill out the appropriate forms for your service’s situation. Here are the specific forms and when to fill them out.
- DOA-6460 is for new suppliers. Use this form if you have been paid by another state agency before it is likely they are already in the State of Wisconsin financial system.
- DOA-6457 should be used for established suppliers (for example, those who have received FAP funding before and public agencies) and would be used for updates to an address (old address goes in Section 2, new address in Section 3).
- DOA-6458 should be used for established suppliers who are changing their names (for example, those who have received FAP funding before and public agencies).
- If you are part of a public agency (city, town, county, or tribe), the legal business name (first line under the EIN) should be the public agency name (Milwaukee County, City of West Bend, Village of Argyle, etc.). To confirm the address for the municipality treasury they can fill in Section 3 and leave Section 2 blank.
Yes, the W-9 form must be submitted every year. We do this to ensure that we are paying the correct supplier ID. All supplier IDs are connected to their employer identification number (EIN) and the W-9 confirms these numbers and tells us if there are changes in a service’s tax classification.
All forms must be submitted electronically to the EMS Section at: DHSFAP@dhs.wisconsin.gov. Please submit all forms in PDF format.
Yes, please send your forms during the time the FAP application period is open. If you do not submit the forms as required, you may forfeit your opportunity to receive funding. Please submit these forms electronically to the EMS Section at: DHSFAP@dhs.wisconsin.gov.
This is happening because the FAP application information and the information in the State of Wisconsin payment system are not lining up. Please make sure to have the correct name and address associated with your EIN number. Common errors often include a change to a DBA (doing business as) name while maintaining the same legal name or the exclusion of a PO box used for mailing.
Per Wis. Admin. Code § DHS 110.46, the service director serves as the primary contact between the EMS provider and the Department of Health Services. It is advised, however, that the service director consult either the service provider or public agency leadership (e.g., municipal clerk) to help properly fill out the DOA forms. It is also acceptable for administrative staff to complete the form under direction of the service director.
Your employer identification number or EIN is a Tax Identification Number which is used to properly report income to the IRS. You can find your service EIN from your service provider or public agency leadership. You can also find your number on the IRS website.
The Supplier ID is a unique identifier assigned by DOA that tracks payments issued by the State of Wisconsin.
Once a supplier is established each check or Automated Clearing House (ACH) deposit made to a supplier will come with something that has their supplier number. If you received a check from us before, the supplier number is on the top of the check skirt attached to the check. If you received payments as an ACH, then the supplier number would be included in the remittance email that you received notifying you of the payment.
This number amount is the last time your service attained FAP funding. Please contact the Wisconsin EMS Section for this number.
The Data Universal Numbering System (DUNS) and the Unique Entity Identifier (UEI) are number identifying systems used to identify places that have received government funding.
The federal government is transitioning from DUNS into UEI. If you have these numbers, please add them to the form. If you do not have these numbers, you can leave this section blank.
You can find these numbers by contacting your service provider or public agency leadership.
You can also find UEI numbers by going to Grants.gov.
- Log into your Grants.gov account.
- Click on the My Account link at the top of the page.
- Click on the Manage Profiles tab on the next screen.
- Look under the UEI column header for the UEI for each profile that is registered with SAM.
These specific questions are asked to know if your entity (service) is in debt and has collected debt assistance from the DOR. If your service or public agency has financial sanctions from DOR, then this might impact the funding that you receive. Please contact your service provider or public agency leadership for guidance with these questions.