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.
  • As of January 01, 2019 we will require all domestic vendors to be paid via direct deposit.
    • Please be sure to have the vendors sign up for direct deposit using the Substitute W9 & Direct Deposit  form available in the section below under For Domestic Vendors (US). 
    • The domestic vendors who will not accept payment via direct deposit will need to request an exception via email at vendorhelp@tamu.edu & provide a reason in the request for the exception.
    • If a vendor setup request is sent in after January 1, 2019 with no direct deposit information provided it will be returned to have the vendor provide one.

Aggie Buy Vendor Registration

Aggie Buy

Concur

Forms

For Domestic Vendors (US)

  • Vendor Information Sheet – For Current Employees (UIN required), Current Students (UIN required for system members 01, 02, 10 & 23 only.  All other system members will need to provide the students social security number on the form), Prospective Employees or Students, Refunds (UIN/SSN if available), Changing Addresses or Contacts for Existing Vendors.  Any other changes for a vendor setup would require a 2017 or later W9/Substitute W9 form to be filled out.
  •  Substitute W9 & Direct Deposit Form – Add New Individual, Business Entities or Speaker Fee. The substitute W9 & direct deposit are now all one form. If the W9 form you receive is not legible, please fill out the Vendor Information Sheet, along with a substitute W9 form, and use the ‘Vendor Setup Document Upload Instructions’ below, or fax to (979) 458-4191.
  •  Notice to All Vendors Receiving Payment by EFT or ACH
  • Vendor Setup Document Upload Instructions – If there is confidential information on your form, such as a Social Security Number or Bank Information, you’re now able to load your documents from your desktop.  This is an encrypted, secure, confidential web page, so you don’t have to worry about the information getting compromised.  Just go to Vendor Setup Document Upload Web Page .

Employee(s)

Student(s)

For Foreign Vendors

Please note: Due to the IRS changes, that all foreign forms that are submitted will need to be on a 2017 form or later (date of the form is located on the top left of the first page).

Glacier

  • Glacier General Information
    • Glacier is required for the following payment types:
    • All foreign individuals receiving any AP payment except for refunds or employee travel/purchase reimbursement. 
    • All foreign entities being paid a royalty or other form of service.
  • For any questions regarding the need for a Glacier record for an foreign individual or entity contact International AP Office via email internationalAP@tamu.edu

Foreign Form(s)

  • Please note, while a W8 Series form may be valid for vendor setup, it does not necessarily guarantee that the form will be appropriate for all invoice types in Aggie Buy. There may be additional questions on individual documents about new forms for the vendor, even if a new W8 was provided.
  • FMO Staff does not have legal authority to advise foreign vendors as to which W8 Series Form is most appropriate.
  • For any further questions that you may have about any W8 Series forms or Glacier setup, please contact International AP or internationalAP@tamu.edu
  • W8-BENFor foreign individuals for any payment made through AP providing services inside or outside the US – Royalty payments, Software downloads, Maintenance & Repairs etc.  If the individual created a Glacier profile one of the forms, it will produce is a W-8 BEN.  So if it is a foreign individual please contact internationalap@tamu.edu providing the individuals name and email address.  They will then send a Glacier invitation request to the foreign individual to complete their Glacier record. W8-BEN Instructions
  • W8-BEN-EFor foreign entities providing services inside or outside of the US or Foreign Entities who would like to claim a tax treaty benefits – for companies selling software, intellectual property, royalties, maintenance & repairs, and other services. (W8-BEN-E Instructions).  The W8-BEN-E is generally the form an entity will complete; however, some entities and/or individuals may need to complete the forms below. 
    • 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 & are not eligible to claim an exemption for chapter 3 or 4 purposes on For W8-EXP. (W8-EXP Instructions)
  • Visiting Scholars Form 5VS – This form is required for any international visitor coming to visit, guest lecture, collaborate, etc. at Texas A&M University.  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 & if the payment is U.S sourced income (means in most instances performed within the U.S) & a 1042 reportable (services, rentals, software licenses, etc.) payment, the Texas A&M University System Members will have to withhold 30% of the payment & remit to the IRS.
  • While FMO is not allowed to provide tax advice to the foreign individual or entity, we can provide guidance to have the individual complete Glacier or share information to an entity so they can select the proper form.  For any questions regarding the appropriate foreign vendor form to use, please contact International AP Office via email internationalAP@tamu.edu

 

Training

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