Vendor Setup 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, 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.