Supplier onboarding and data management

‚ÄčAll suppliers of corporate goods and services to the department are required to provide information including bank details, ABN, trading name, GST registration and company contact to eftsure independent verification before conducting business with, and getting payment from, the department. 

Overview of supplier onboarding and data management

The department has introduced a new system for the set-up and management of supplier data.

Provided by eftsure, the system is robust and recognised for protecting supplier payments against fraud and error by validating ABN, GST registration status and bank account details to ensure payments are made to the intended recipient.

Commencing 1 December 2020, every supplier conducting business with the department will need to provide this information through the eftsure portal.

What is eftsure?

eftsure is an independent, real-time, continuous controls monitoring system designed to manage supplier onboarding and data management. Supplier data provided during onboarding is verified by eftsure to ensure that only legitimate information is entered into the department's finance system. 

eftsure is used by organisations including Griffith University, Monash Health, Alfred Health, NSW Ports and 7-Eleven.

Learn more about eftsure

I am an existing supplier

You can update your details at any time by contacting the area of the department you normally do business with and asking them to send you an eftsure change request.

It is your responsibility to ensure your details are up to date. Please notify us immediately if your details change, or if you notice any discrepancies. Please refer to the letter example on this page.

I am a new supplier

Letter to new and existing suppliers

As part of the onboarding process, you will be asked by your contact at the department to supply your company name, and email address.

You will then receive an email invitation from eftsure (shown here) asking you to register your details as a new supplier, including your ABN, company name, address, email and bank account details.

After you have registered your details, you may receive a call from an eftsure team member (usually within 24-48 hours) to verify that the details are correct.

You will receive a confirmation email from eftsure when your data has been verified.

You can update your details at any time by contacting the area of the department you normally do business with and asking them to send you an eftsure change request.

It is your responsibility to ensure your details are up to date. Please notify us immediately if your details change, or if you notice any discrepancies. Please refer to the letter example on this page.

Why should I register with eftsure?

All suppliers of corporate goods and services to the department are required to provide information, including your ABN, company name, address, email and bank account to eftsure independent verification before conducting business with, and getting payment from, the department.

eftsure processes, in particular, the verification phone call made to new suppliers, assure that your details are genuine and accurate.

How do I change my data?

It is your responsibility to ensure your details are up to date. Please notify us immediately if your details change, or if you notice any discrepancies.

To update your details, contact the area of the department you normally do business with and ask them to send you an eftsure change request. 

You will then receive an email from eftsure with a link to update your data in their portal, and then a confirmation email once your data has been verified.

Depending on the data to be updated, you may receive a phone call from an eftsure team member to verify your details over the phone before you receive a confirmation email.

Contact

For more information about supplier management at the department, please contact supplier.verification@education.vic.gov.au.

For eftsure technical support, please contact eftsure on 1300 985 976.