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How to Complete and Submit the Vendor Request Form for the Public Guardian and Trustee of British Columbia: A Step-by-Step Guide for Canadian Vendors

The Vendor Request Form for the Public Guardian and Trustee (PGT) of British Columbia is an essential document for vendors seeking to receive payments through Electronic Fund Transfer (EFT) or Direct Deposit. This guide aims to provide clear and detailed instructions on how to complete the form, ensuring that all necessary information is accurately provided to avoid delays in payment processing. This guide is particularly useful for Canadian vendors who are new to dealing with the PGT or those unfamiliar with the specifics of electronic payments.

Step-by-Step Instructions

Step 1: Gather Vendor Information

Before you begin filling out the form, ensure you have the following details readily available:

• Last Name and First Name: If you are an individual vendor, fill in your personal details.
• Business Name: If you are operating under a business name, include it here.
• Contact Person: If there is a specific contact person handling this request, provide their full name.
• Street Address, City, Province, and Postal Code: Ensure this address is accurate, as it will be used for correspondence.
• Phone, Fax, and Email: Provide current and active contact information to facilitate communication.

Step 2: Complete the Financial Account Information Section

This section is crucial if you are requesting EFT or Direct Deposit payments. You may need the assistance of your bank to complete this section.

• Verification of Account Information: Choose one of the following methods to verify your bank account details:
  • Attach a cheque marked ‘Void’.
  • Attach a recent bank statement.
  • Provide a letter issued by your Financial Institution.
  • Have a Customer Service Representative complete this section with a Teller Stamp confirming the accuracy of the information and the authenticity of the account holder’s signature.
• Account Details:
  • Branch/Transit Number (5 digits)
  • Institution Number (4 digits)
  • Bank Account Number
  • Name(s) on Bank Account: Ensure the name matches what is on the account to avoid discrepancies.
  • Bank Name and Bank Address: Provide the full name and address of your bank.

Step 3: Sign the Direct Deposit Authorization

Once the account information is filled out, you must authorize the PGT to deposit payments directly into your account.

• Read the Authorization Statement: Understand that by signing, you agree to the terms that the PGT will not have further liability once the payment is made into your account.
• Signature and Date: The account holder must sign and print their name, and include the date of signing.

Step 4: Review the Form for Accuracy

Before submitting, carefully review the form to ensure all information is correct. Double-check:

• Spelling of Names
• Correctness of Financial Details
• Completeness of All Required Sections

Step 5: Submit the Completed Form

You can submit the form in one of two ways:

1. Mail the Original Signed Form to:
   • Public Guardian and Trustee
   • 700-808 West Hastings Street
   • Vancouver, B.C. V6C 3L3
2. Email the Completed Form to: VendorRequests@trustee.bc.ca

Make sure to keep a copy of the form for your records.

Troubleshooting Tips

• Incorrect Bank Information: If you realize that the bank details provided were incorrect after submission, immediately contact VendorRequests@trustee.bc.ca to correct the information.
• Missing Information: Ensure all sections of the form are completed. Incomplete forms may lead to delays in setting up your payment.
• Lost Form: If you lose the form or require another copy, you can download it from the PGT website or request a new form via email.

FAQ Section

Q: What is the purpose of the Vendor Request Form?
A: The Vendor Request Form is used by the PGT to set up vendors for receiving payments via EFT or Direct Deposit.

Q: Do I need to complete this form if I prefer to receive payments by cheque?
A: Yes, but you would not need to fill out the financial account information section. Instead, you can select the method of payment as "Cheque."

Q: Can I change my payment method after submitting the form?
A: Yes, you can submit a new form to update your payment method or bank details.

Q: Who should I contact if I have questions about the form?
A: You can contact VendorRequests@trustee.bc.ca for any questions or concerns.