The annual supplier update is a crucial process for maintaining compliance and ensuring smooth business operations. This FAQ guide will walk suppliers through everything they need to know about the annual supplier update process, what happens if suppliers are not compliant by the deadline, and best practices.

1. What is the Annual Supplier Update?

The annual supplier update ensures suppliers maintain compliance with safety and regulatory requirements. This update allows clients to assess a supplier’s safety performance over the past year and determine whether they meet compliance standards for continued business.

By completing the annual update, suppliers ensure that they remain in good standing and ready to work for clients looking for compliant and reliable business partners.

2. What documents are required for the update?

The exact requirements vary by region and client, but suppliers are typically required to provide:

• Safety Performance Data: This includes historical safety statistics, details on workplace njuries and illnesses, and improvements made over time.
• Regulatory Compliance Documentation: Requirements vary by region and may include records mandated by local health, safety, or labor authorities.
• Annual Client-Specific Forms: Some clients require additional forms during the annual update to collect specific data relevant to their business needs.

Additionally, suppliers may need to submit evidence of corrective actions taken in response to non-compliant items, showing their commitment to continuous improvement.

The process involves compiling these documents, reviewing them for accuracy, and submitting them through the “My Tasks” dashboard before the deadline.  

3. When is the deadline for the supplier update?

The supplier update process follows a consistent deadline each year:

March 31 is the final date by which suppliers must complete their updates.  

Companies are highly encouraged to start the process early before the deadline to allow for processing time and to avoid last-minute issues, which could lead to non-compliance.

4. Why is it important to complete the annual update?

There are multiple reasons why completing the update is critical:

• Stay Ready to Work: Suppliers who fail to complete their updates risk becoming non-compliant, which can impact their ability to work with clients.
• Transparency & Trend Analysis: Clients analyze historical safety data to assess whether a supplier is improving over time. If a supplier had a safety incident in the past, completing the update allows them to demonstrate improvements and corrective actions taken.
• Client Confidence & Opportunities: A strong safety record and up-to-date documentation can build trust with clients, potentially opening doors to new contracts and partnerships.

5. What happens if a supplier misses the deadline?

Missing the March 31 deadline results in the supplier being marked as non-compliant. This has several potential consequences:

• Loss of Business Opportunities: Clients may choose not to work with non-compliant suppliers.
• Temporary Suspension from Client Networks: Until the required documents are submitted and reviewed, the supplier will not be considered compliant.
• Financial Impact: Certain suppliers operate under contractual obligations that require adherence to compliance standards. Failure to meet these requirements can result in loss of business opportunities or exclusion from future projects.

To regain compliant status, suppliers must submit all required data documentation and undergo a compliance review.

6. How does a supplier begin the update process?

The process is designed to be straightforward. Suppliers should follow these steps:

1. Log in to Avetta Connect
2. Find Annual Update task by clicking “Compliance” on the side bar
3. Click “Current Tasks” on the top bar
4. Click “Company Regulatory Information” and view Annual Update tasks  
5. Click the “Get Started” button next to the 2025 Annual Update task
6. Fill out and upload (if necessary) the required information
7. Click the green “Submit” button near the top right corner of the screen
8. Following submission, complete any additional open tasks

Suppliers who have questions can reach out for assistance using the available support options.

7. What support is available for suppliers?

Several resources are available to help suppliers complete their updates:

• Live Phone Support: Suppliers can call support teams for real-time assistance.
• Email Support: Suppliers can submit inquiries for additional guidance.
• Chat Support: Start a chat by clicking “Contact Support” on the Avetta website.

Suppliers are encouraged to ask for help early if they encounter any issues, as support teams are available to ensure a smooth update process.

8. Can a supplier regain compliance after completing the update?

Completing the update is necessary but not sufficient for compliance. While submission of the required documents moves suppliers toward compliance, their final status depends on client’s requirements and thresholds.

For example, if a supplier had a serious safety incident, such as a fatality or multiple workplace injuries, they may still be considered non-compliant even after submitting their documents. Each case is reviewed individually, and compliance is granted based on regulatory standards and client requirements.

However, a supplier cannot be compliant unless they complete the update — so it remains a crucial step in maintaining compliance eligibility.

9. What are the best practices for a successful update?

To ensure a smooth and successful update process, suppliers should:

• Start Early: Processing time is required. Avoid last-minute delays by beginning the process well before the deadline.
• Ensure Accurate Reporting: Avoid common mistakes in safety data reporting, such as misrepresenting incidents or failing to include required details.
• Ask for Help When Needed: If anything is unclear, reaching out for assistance can prevent compliance issues.
• Don’t forget to click the “Submit” button: This can be an overlooked last step — please make sure to hit “Submit” once finished.  

A common challenge suppliers face is accurately reporting safety data. To avoid underreporting or overreporting incidents, suppliers should review the requirements mandated by local health, safety, or labor authorities.  

Final Thoughts

The annual supplier update is an essential part of maintaining compliance and securing future business opportunities. By completing the update accurately and on time, suppliers can avoid disruptions and position themselves as reliable business partners.

If suppliers have any questions or need assistance, don’t hesitate to use the available support channels.  

Start early, stay informed, and submit on time to ensure compliance and stay ready to work.