SWaM Certification Hands On - Application Assistance

PLEASE READ ALL DETAILS ... 2 SESSIONS ARE BEING OFFERED - ONLY CHOOSE 1 AS THEY ARE THE SAME - MUST REGISTER TO PARTICIPATE!

For businesses needing technical assistance with applying for SWaM Certification. (NEW APPLICATION or RE-CERTIFYING.)

If you are a FOR-PROFIT business interested in becoming SWaM Certified in order to do business with the Commonwealth of Virginia, SBSD staff will be on-site to provide assistance with the on-line process to apply for SWaM Certification.

In this step-by-step group session you will create your account, receive assistance with completing application, uploading REQUIRED documents and submitting your application.

Limited Seating ... RSVP IS REQUIRED ... PLEASE LET ME KNOW PRIOR TO SESSION IF YOU NEED A LAPTOP. (angela.barber@sbsd.virginia.gov)

IMPORTANT INSTRUCTIONS:

Please scan your REQUIRED SUPPORTING DOCUMENTS (see list in image below ... each document scanned separately) to laptop/tablet or flash drive (we can provide a laptop if need.

NOTE: (Google Chrome browser works best) - WiFi will be provided ... limited scanning help is also available if needed.

• You will need access to your email to confirm your account once you create login/password
• You will need you EIN/Tax ID#
• Please make sure tax documents are not password protected (if applicable)
• You will need to look up your NiGP Codes (commodity codes which represent Goods and Services ... Services start with # 9) BEFORE THE SESSION. Click link below for the NiGP Code Search tool. Type key words to describe the services or products you sell. You may have more than one code.

https://logi.cgieva.com/External/rdPage.aspx?rdReport=Public.Reports.Report9004_Data

Assistance provided by Angela Barber, Business Services Manager - Eastern Virginia Region

Applicants will receive an email and/or phone call prior to session to verify attendance and to make sure you are ready to apply.

If you have questions or need to use a laptop please email me PRIOR to this workshop ... angela.barber@sbsd.virginia.gov. A reminder will be sent to all registered participants the day before.

In partnership with the HIVE Business Resource Center

SWaM CERTIFICATION LIST OF SUPPORTING DOCUMENTS

Small, Woman- and Minority-Owned (SWaM) Business Certification

Code of Virginia § 18.2-213.1:

A person shall be guilty of a Class 1 misdemeanor if, in the course of business, he willfully makes a false statement knowing it to be untrue, whether by affidavit, report or other representation, to an official or employee of a public body for the purpose of influencing the certification or denial of certification of any business entity as a small, women-owned, or minority-owned business, or disadvantaged business;

(EACH NUMBERED ITEM SHOULD BE SCANNED SEPARATELY)

ALL APPLICANTS:

1. Proof of U.S. citizenship or Permanent Residency for the business owner(s) holding at least 51% ownership interest in the form of:

a. DMV License (Proof of Identity) AND ...

b. EITHER: U.S. Passport or Birth Certificate, Permanent Resident Card, or Certificate of Naturalization (Proof of Citizenship)

2. A complete copy of the Federal (DO NOT INCLUDE STATE) business tax return from the most recent year and 1st page of the 1040 and all pages of the SCH C of previous two years (or the first page if you file other forms such as 1120S, 1065, etc) of the firm applying for certification and its affiliate(s) (EACH YEAR SCANNED SEPARATELY)

Sole proprietorships and single-member LLCs that file Schedule C must send a complete copy of the Federal personal tax return from the most recent year and the first page of the Form 1040 and Schedule C for the previous two years.

3. First page of the Form 941 (Employer’s Quarterly Federal Tax Return) for the most recent four quarters of the firm applying for certification and its affiliate(s). (EACH 941 QTR SCANNED SEPARATELY) If the firm has no employees (W-2), a -0- (zero) must be entered on the application.

4. Documented proof of contributions used to acquire ownership showing that the owner paid for the value of his/her interest in the business or in some way invested personal funds into the business. Acceptable proof includes both sides of cancelled checks (deposited funds from personal to business account-no bank statements), receipts for costs associated with starting/acquiring your business (ie, fees for State Corporation registration, legal fees, insurance, equipment/supplies, business licenses, marketing materials, domain name/website, industry related training, insurance, property purchase/lease). (RECEIPTS MUST BE SCANNED TOGETHER AS ONE DOCUMENT) If unavailable and the firm is more than five (5) years old, a signed statement describing the personal investment may be acceptable.

5. Resume of all owner(s) or officer(s). Resumes must be detailed, in chronological order and include places of ownership/employment with corresponding dates.

6. Copies of professional licenses/permits, including all licenses and permits held by the business, its owner(s), and officer(s) of the business in the areas of work in which the business is seeking certification. (MUST BE SCANNED TOGETHER AS ONE DOCUMENT)

Additional Required Documents for Corporations

1. Certificate of Incorporation

2. Articles of Incorporation and any amendments

3. Corporate bylaws and any amendments

4. Minutes from most recent stockholder meetings

5. Minutes from most recent board of directors meetings

6. Both sides of stock certificates

7. Stock ledger

Additional Required Documents for LLC

1. Certificate of Organization/Existence/Formation**

2. Articles of Organization and any amendments**

3. Operating Agreement and any amendments (If you are a SINGLE MEMBER LLC (one owner) without an operating agreement, you may type a statement indicating so, date and sign and upload where prompted)

**To obtain a copy of your Articles of Organization/Certificate of Organization/Receipts visit: https://cis.scc.virginia.gov/ … login if you have an account or scroll down to SEARCH, type in business name, click on ID#, click on Filing History, click on the magnifying glass for the document you wish to view. It will either open or download.

Additional Required Documents for Sole Proprietorship

1. Current business license

2. Certificate of Assumed/Fictitious Name

Additional Required Documents for Franchises

1. Franchise Agreement

Additional Required Documents for Partnerships

1. Partnership Agreement

Additional Required Documents for New Businesses

1. Proof of EIN (e.g., letter from the IRS assigning/confirming EIN)

Service Disabled Veteran Designation

Veterans wishing to apply for Service Disabled Veteran status must first seek eligibility certification from the Virginia Department of Veteran Services… https://www.dvs.virginia.gov/home/showpublisheddocument/516/638718413577570000

NOTE: If you check box for Disabled Veteran Owned you will be prompted to upload the approval letter from DVS (Not the letter from the Department of Veteran Affairs) you may want to complete this step before applying.

***Businesses with assumed or fictitious name(s) (“DBA” or “Trading As”) that wish to have the fictitious name(s) listed on the directory MUST submit a copy of their business’s Certificate of Fictitious Name.***

NOTE:

SBSD reserves the right to request additional supporting documentation or information to provide clarification or substantiation of certain criteria or to resolve any ambiguities or inconsistencies in an application. Documents such as tribal paper, personal checks proving owner’s investment in the company, owner’s resume, copies of stock certificates and/or stock ledger may be requested.

Businesses from the following states are not eligible to participate in the Virginia SWaM Program due to certification restrictions in their home states. Arkansas, California, Connecticut, Florida, Iowa, Louisiana, Minnesota, Mississippi, New Mexico, Ohio, Texas, and Washington, D.C. States such as Arizona and New York have regional restricted certification programs, businesses from these regions are not eligible to participate in the Virginia SWaM Program.

CONFIDENTIALITY:

Please Note: under Section 2.2-3705.6(20) of the Code of Virginia, trade secrets as defined in the Uniform Trade Secrets Act (Section 59.1-336 et seq., Code of Virginia) or financial records of a business, including balance sheets and financial statements, as part of an application for certification as a small, women- or minority-owned business are exempt from disclosure under the Virginia Freedom of Information Act (Section 2.2-3700 et seq.) The business is required to (a) invoke such exclusion upon submission of the data or other materials for which protection from disclosure is sought, (b) identify the data or other materials for which protection is sought, and (c) state the reasons why protection is necessary.