Vendor Setup


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.



  • Questions concerning Vendor Setup (W-9) or Direct Deposit? Email
  • Need help in determining how to apply a check or direct deposit/ACH or have questions about payment status of an invoice? Email
  • Need to send an invoice for payment?  Email (please send one invoice per email in pdf format)
  • Please send statements to



  • 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 & 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



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 .



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.


Other Resources