Onboarding Instructions - Vendor

Onboarding Process 
You will receive an email from CoreNoReply with a link to your personalized onboarding profile. This link can be accessed by more than one person; Creation of credentials will not apply until the onboarding is completed. Be sure to check junk/spam as depending on the permissions set onboarding email may end up in these folders.

Please Note: If the “Complete the Process” button doesn’t take you to the onboarding link, you have a specialized link straight to your profile at the bottom of the email that can also be sent if multiple individuals need to complete different steps of the profile.

Step One: Trades

Select the trade(s) that your company self performs by checking the boxes associated with the trades.

For each of the trades selected please enter the Standard Hourly, Afterhours Hourly, Emergency Hourly Rate, Trip Charge, Number of Technicians and if there are differences in a Lead Tech Rate and Assistant or helper Tech Rate.

Once the rates have been added for each trade, select Next.

• If you do not have standard rates, SOMETHING, has to be in the blank or you cannot progress through onboarding.

Step One: Trades Continued

You will see the opening page where all of the trades are listed. If your trade is not listed select the “Trade not listed?” list the trade name and the description of the trade and select submit to add the trade to your profile.

** Be sure this information is accurate as you cannot return once “NEXT” is selected. **

Step Two: Vendor Information

This is where the basic information is added about your business.

Step Two: Vendor Information - Continued

Verification of a phone or email address is required in onboarding. Select the option (Phone or Email) and Send Validation. If an email is selected, you will be sent an email with the validation code and the same would be received via text message if phone verification was selected.

Enter the code and select confirm code.

You will then receive a green pop up indicating the email or phone has been validated, and the profile will now show it has been validated.

Step Two: Vendor Information Continued

If any additional contact information needs to be added. Select the check box for each additional contact to enter the information.

Just below additional contacts are the boxes for Union Workers and Diverse Vendor. Please complete those boxes as well.

Scrolling through the Vendor information section, please add in the mailing address for the company. You will notice that the W9 and MSA boxes are selected. It is important to make sure that the Legal Name, DBA Name and addresses are listed correctly as this information will be transposed into the W9 and MSA that is signed through the system.

Step Two: Vendor Information Continued

If the shipping address is the same, there is a toggle to select to indicate it is the same. If it is not, please enter in the information to match the shipping address.

Remittance Address is next up. There is a toggle switch already selected for “Remittance Address Same as Mailing Address”. If that is not correct, please add in the Remittance address here.

** Be sure this information is accurate as you cannot return once “NEXT” is selected. **

Step Three: Service Area:

Do you service out of state? Yes or No

IF YES – The system will ask if you are a National Provider and will ask that you select the states that are self-performed. The selection of states can be completed by clicking each state – unless it is national it will highlight the entire USA.

Please note we do not SUB work out at all. If you sub work this will impact future work if you are not honest in onboarding. PHFM works directly with the vendors that are completing services via work order.

If NO - If your service area is the same as your mailing address you can toggle the switch to show that or enter the service area. If it is not, you can add the service address. You will then add in the radius from the service area. You will also need to indicate if you self-perform the services.

Step Three: Service Area: Continued

Primary Contact information and trade selection with rates is shown here. If the contact is listed incorrectly, it can be changed here. If the rates were entered incorrectly in Step One they can also be changed here as well.

If additional office locations needed to be added please add those here by selecting “Add Another Address”. Once completed or if no other addresses need to be added, select next to move to the next step.

** Be sure this information is accurate as you cannot return once “NEXT” is selected. **

Step Four: Upload Documents

In this section you will create a signature profile to sign the W9 and MSA. You also have the option to upload the W9 manually (select “Yes” to do you want to upload W-9 Manually?).

To generate a signature, select “Generate Signature” and enter the first and last name and select submit.

Step Four: Upload Documents - Continued

To preview the document to sign it, select Preview & Sign and the W9 will generate with the information previously provided in Steps 1-2.

There is now a check box beside W9 showing completion of that step.

Step Four: Upload Documents Continued

Next select the MSA tab. Here you can download the MSA to review prior to signing.

If you need to redline any areas please download the MSA, make the revisions and then select “Need Revisions”. Once this is open, add a description for the revisions, upload the MSA file with the revisions and submit. Please reach out to phfmvendorservices@phfmservices.com advising you have uploaded Redlined MSA revisions to help speed up the onboarding process – you can also provide a copy of the redlined MSA to the team.

Once the MSA has been signed or the revisions have been requested, select the COI tab.

Step Four: Upload Documents Continued

If there are separate policies for each item of the COI, you will need to add each document separately checking the box that goes with each item. For example, if your General Liability, Auto Liability and Umbrella are on one policy, you would select the corresponding check boxes for General, Auto and Umbrella and upload that document. If Worker’s Comp is on a different policy of its own, you would select that box and upload that document. Once all documents have been uploaded, select Next.

Once the Certificate of Insurance and all endorsement pages for each policy have been added. Select the Add button; your documents will then show under the COI tab. Select Next to complete the COI upload.

** Be sure this information is accurate as you cannot return once “NEXT” is selected. **

Step Five: Registration Status

A pop-up window will come up showing that the COI was submitted for review. The last step is to select Submit for all documents submitted.

Next Message shows where the process is:

This shows that all documents have been sent over for review to the PH FM team. The W9 and MSA were accepted and the COI is in pending review status as it is waiting on review from the PH FM team.

You can be sure the onboarding documentation was submitted as an email will be received indicating the onboarding was submitted successfully.

Upon Completion of Onboarding, please allow 24-48 hours for review of your documentation.

You will receive notification from CoreNoReply on the approval or rejection of the COI. If the COI is rejected, the reasons of the rejection will be supplied so that corrections can be made and the COI can be resubmitted for review. You will use the same link for access to your onboarding until it is approved.

If there are any questions, please reach out to phfmvendorservices@phfmservices.com for assistance.

If you are not interested in completing onboarding, there is an option to “Opt Out” on every page of onboarding.