Apply For a Statewide Vendor Number

An active Statewide Vendor (SWV) number is required to receive an early learning award, incentive reimbursement payment or Quality Recognition Award from DCYF.

To process a payment, the SWV number must be recorded in the early learning Managed Education and Registry Information Tool (MERIT) and assigned to either an individual or facility depending on the payment type.

Due to various tax implications, DCYF cannot provide advice on your SWV registration application or account structure. We encourage you to contact a professional accountant if further assistance is needed.

Payment Types
Education Award
  • Requires an individual SWV number.
  • SWV numbers are connected to an individual’s Social Security Number (SSN).
Early Achievers Quality Improvement Award
  • Requires a Facility/Site SWV number.
  • SWV numbers are connected to an Employer Identification Number (EIN) or Social Security Number (SSN). 
Needs-Based Grants
  • Requires a Facility/Site SWV number.
  • SWV numbers are connected to an EIN or SSN.
Training Reimbursement
  • Requires an individual SWV number.
  • SWV numbers are connected to an individual’s SSN.
Trainer Support
  • Requires an individual SWV number.
  • SWV numbers are connected to an individual’s SSN.

Before you begin, please read all instructions. A form cannot be processed if filled out incorrectly.

Step 1: Complete a Provider Registration form.

Step 2: Complete a Direct Deposit Direct Deposit Authorization form (optional).

  • If you do not already have an SWV number, when submitting the Direct Deposit Authorization form, leave the SWV number field blank and submit the SWV Registration Form at the same time.
  • All first-time payments are delivered by mail. A direct deposit payment requires additional time for verification and authorization by your financial institution.
  • When a payment is made you will receive an email notification with information about the deposit.
  • If you make a bank account change, you will be contacted by the Office of Financial Management (OFM) to verify all banking information. You must respond before a change can be made.

Step 3: Add SWV number to MERIT.

If you have any questions about the forms, please email DCYF.StatewideVendorRegistration@dcyf.wa.gov. 

To process an approved award, reimbursement or incentive payment, the information on file with OFM must match DCYF’s databases. You will receive a notification from DCYF if your information on record does not match.

Complete a Provider Change Form to update any of the following:

  • Authorized contact person
  • Doing Business As (DBA)
  • Telephone number
  • Email address
  • Mailing address
  • Add additional business locations under the same Taxpayer Identification Number

You will be contacted within 2 weeks of submitting the form to verify information. 

If not, please call OFM at 360-407-8180. Once they confirm the update, please email dcyf.statewidevendorregistation@dcyf.wa.gov with the SWV number and/or STARS, or FamLink ID, and provide notice that the information has been updated.

To update your information on record with the Workforce Registry (MERIT), please email MERIT@dcyf.wa.gov or call 1-866-482-4325 Option 5.

PLEASE NOTE: To update your name and/or date of birth in MERIT, you must provide a copy of a valid ID. Additional information is available on the MERIT Workforce Registry page.

  • Please be advised that processing times may vary due to high volumes.
  • Forms are only valid for 90 days from signature date.

Provider Registration (W-9) form:

Use this form to complete one of the following:

  • Apply for a new Statewide Vendor number
  • Update your legal name (i.e. last name or company name)
  • Register for a new tax identification number (TIN)

Direct Deposit Authorization form:

Complete this form to add or change direct deposit information.

  • If making a bank account change, you will be contacted by the Office of Financial Management (OFM) to verify all banking information. You must respond before a change can be made.

To remove Direct Deposit, call 360-407-8180. 

Provider Change form:

Complete this form to update or change contact information.

  • On the Provider Change Form, you can update: 
    • The authorized contact person
    • “Doing Business As” (DBA) name
    • Phone number
    • Mailing address
    • Email
    • Add additional business location under the same EIN or SSN
  • To submit manually completed forms, please send them to:

Processing times may vary due to high volumes.

  • It typically takes 10-15 business days for the Office of Financial Management (OFM) to process completed forms. If you provided an email on the Provider Registration (W-9) form, you will receive an email indicating your assigned SWV number or a request for corrected forms..
  • You should receive your approved MERIT payment within 1-3 weeks after you receive your SWV number.
  • If you have submitted forms and you have not received your payment within this timeframe, contact our Statewide Vendor Registration Desk at DCYF.StatewideVendorRegistration@dcyf.wa.gov. 

If you have not received communication regarding your submitted forms, please check your “junk” or “spam” folder.

10-15 business days if all necessary forms are completed correctly. If you provided an email on the Provider Registration (W-9) form, you will receive an email from OFM with your assigned SWV number. 

For more questions regarding your SWV forms, please contact DCYF.StatewideVendorRergistration@dcyf.wa.gov.

  • There are several reasons forms are rejected AND require you to complete a new form. The reasons may include:
  • Manual or Online Forms are not filled out correctly
  • Manual or Online Forms are missing information
  • Manual or Online Incorrect form submitted
  • Manual Forms received are illegible
  • Manual Forms have an electronic signature
  • Manual Forms have been submitted 90 days after they were originally signed and dated
  • Manual Forms have been modified (forms have crossed out or whited out section within them)

Contact DCYF.StatewideVendorRegistration@dcyf.wa.gov to have a SWV number added to MERIT or to request information about a payment.

Your SWV number may become “blocked” due to inactivity or mismatched information on record. If you have an approved award, reimbursement, or incentive payment and your SWV number becomes blocked, you will receive a notification from DCYF.

If your SWV number is blocked, you will need to apply for a new SWV number. Print and complete a Provider Registration (W-9) form.

Once you have an active SWV number added to the MERIT, you will receive your payment within 1-3 weeks after your payment is approved.

For more questions regarding your SWV forms, please contact DCYF.StatewideVendorRergistration@dcyf.wa.gov.

If you live outside of Washington state but you are currently employed as an early learning professional in Washington state, you are still eligible to receive your award, reimbursement, or incentive payment.

You have up to 12 months from the date of the approved payment to receive your SWV number and have it added to the MERIT. If the necessary forms are not completed and processed within this timeframe, the award, reimbursement, or incentive is no longer eligible for payment.

Once OFM has processed your submitted SWV forms, you will be sent an email with your SWV number. If you do not see your SWV number on your professional record or facility site profile in your MERIT account within 3 days of receiving a new SWV number, please contact DCYF.StatewideVendorRegistration@dcyf.wa.gov.

To have an SWV number added to MERIT, please contact DCYF.StatewideVendorRegistration@dcyf.wa.gov.

If your business has an EIN number, you cannot use your facility SWV number to receive an individual education or training reimbursement payment.

No, you will need to apply for your own individual SWV number. Please fill out the Provider Registration (W-9) form. For assistance filling out this form, visit the SWV User Guide for Individuals (W-9 form): English | Spanish | Somali

  • To update your legal name in your WA Compass Provider Portal, please contact your licensor.
  • To update your legal name in your MERIT record, please contact MERIT@dcyf.wa.gov.
  • To update your legal name in the Statewide Vendor Database, please complete and submit a new Provider Registration (W-9) form. For assistance filling out this form, visit the SWV User Guide for Individuals (W-9 form): English | Spanish | Somali

Please contact the SWV Registration Team at DCYF.StatewideVendorRegistration@dcyf.wa.gov.