Vendor Setup

About

Vendor Setup – To serve the State of Texas & Texas A&M University System Members by setting up vendors in our accounting system(s) in a prompt & efficient manner while ensuring compliance with laws, policies, procedures, rules & regulations.  Provide prompt customer service to our vendors & University community on status of payments.

Contacts

 

Instructions

  • In accordance with Texas state Law (TAC §202) and Texas A&M University System Policy, confidential information such as Social Security Numbers or Bank Account Information may not be sent via email.  In order to prevent the unauthorized disclosure and provide for the secure upload of Vendor Setup Forms and other confidential data, a secure upload form is provided at Vendor Setup Document Upload Web Page. If you should have questions regarding the Vendor Document Upload Web Page, see the Vendor Setup Document Upload Instructions.
    • After 05/25/2018, email submissions of confidential vendor setup information or other confidential data will no longer be accepted via email. The Division of IT has or will begin blocking emails from being sent or received if the email contains an SSN. Using this secure upload process will help ensure your request is received.

Aggie Buy Vendor Registration

Aggie Buy

Concur

Forms

For Domestic Vendors (US)

Employee(s)

Student(s)

For Foreign Vendors

Please note: Due to the IRS changes, please note that all foreign forms that are submitted will need to be on a 2017 form or later.

  • Certificate of Foreign Status Form – Any vendor performing services outside the U.S. – Can be used for Merchandise/Tangible products that are not taxable; books, chemicals etc.
  • W8-BENForeign individuals performing services in the U.S. – Royalty payments, Software downloads, Maintenance & Repairs etc. - (W8-BEN Instructions)
  • W8-BEN-EForeign Entities performing services in the U.S. – For companies selling Software, Intellectual Property, Royalties, Maintenance & Repairs, Corporations or LLC’s etc. (W8-BEN-E Instructions)
  • W8-ECI – Foreign vendors that are a beneficial owner claiming that income is effectively connected with the conduct of trade or business with the U.S. (other personal services). (W8-ECI Instructions)
  • W8-EXP – A foreign government, international organization, foreign central bank of issue, foreign tax-exempt organization, foreign private foundation or government of a U.S. possession claiming the applicability of section(s) 115(2), 501©, 892, 895 or 1443(b) Note: these entities should use Form W8-ECI if they received effectively connected income and are not eligible to claim an exemption for chapter 3 or 4 purposes on Form W8-EXP. (W8-EXP Instructions)
  • International Visitor Request Form – Form is required for any international visitor coming to visit, guest lecture, collaborate, etc. at Texas A&M University. If this form is completed, it is not necessary to complete the Certificate of Foreign Status Form. This form will not be required if the individual is not coming into the United States to visit Texas A&M University. If the vendor is being paid a fee, it will still be required that the visitor go through GLACIER to provide the required tax forms required by the IRS.
  • If the foreign entity will not provide or properly complete the required forms and if the payment is U.S. sourced income (means in most instances performed within the U.S.) and a 1042 reportable (services, rentals, software licenses, etc.) payment, the Texas A&M University System Members will have to withhold 30% of the payment and remit to the IRS.

Training

Other Resources