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 for independent verification prior to 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 again checks these details immediately prior to payment for goods and services, ensuring real-time fraud protection.

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

Sample of the email existing suppliers will receive from eftsure

Existing suppliers who undertake business with the Department will receive an email from eftsure in November 2020 (shown here) asking you to verify your details prior to the transition to eftsure on 1 December 2020.  This will include verification of your business name, ABN, GST registration status, contact information and bank account details.

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

Going forward, you will then receive a courtesy email from eftsure every six months to confirm that your details remain current.

You can also update your details at any time by contacting supplier.verification@education.vic.gov.au.

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.

I am a new supplier

Sample of the email new suppliers will receive from eftsure

As part of the onboarding process, you will be asked by your contact at the Department to supply your ABN, company phone number 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 business name, GST registration status and bank account details.

After you have registered your details, suppliers can expect a call from an eftsure team member 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.

Going forward, you will then receive a courtesy email from eftsure every six months to confirm that your details remain current.

You can also update your details at any time by contacting supplier.verification@education.vic.gov.au.

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.

Why should I register with eftsure?

All 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 for independent verification prior to conducting business with, and getting payment from, the Department.

eftsure processes, in particular the verification phone call made to new suppliers, provides assurance 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.

eftsure will send all registered suppliers a courtesy email every six months to confirm that your details remain current. However, if your details change at any time you must contact us so they can be updated and verified in the eftsure system.

To update your details, contact supplier.verification@education.vic.gov.au with your ABN number and the details that need to be changed (e.g. bank account or contact details).

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.