FMO Forms


Please scan each form separately. Attach to an e-mail and send to Keep the original form as a departmental convenience copy. If your request involves the modification of multiple users, please contact us at (979) 458-5555 and we will be happy to assist you in providing alternative options for submitting the FD-805s. FD-860s and FD-DSAs will be required for each department change and for signing authority.

VPFO/FMO Users Only

Imaging Access for Division Finance and Operations Staff

All VPFO staff who need confidential or specific imaging access within their own department or within other VPFO departments should complete one or more of the imaging forms:


Tax Exempt Forms

Other Payment Card Forms

  • AggieBuy Invoice Template – Disclaimer: This template invoice should only be used in the case of lease of space or rental of space in which the vendor will not provide a monthly invoice showing when the next payment is due
  • Departmental Internal Order Form – Departments can use this form when placing orders to submit with the invoice for payment to meet the documentation requirements on state accounts or use similar documentation
  • Purchase Voucher – Exception must be granted by Accounts Payable to use this form versus on line document
  • Texas Sales and Use Tax Exemption Certification – Filled out by purchaser and given to vendor to claim exemption from Texas state sales tax

For Domestic Vendors (U.S.)

  • 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 2018 or later W9/Substitute W9 form to be filled out.
  • Substitute W9 & Direct Deposit Form – To add or change for New Individuals, 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 & send with the substitute W9 form.
    • Please note that if the vendor has new bank information a new substitute W9 & direct deposit form will need to be filled out. The vendor will need to put the old bank information in the Existing Account (Changes Only) section & the new bank information in the New Setup Account Info section of the form.
  • Notice to All Vendors Receiving Payments(s) by EFT/ACH
  • Confidential Information – If the documents contain confidential information, such as a social securitynumber or bank information, it is now required to upload the documents using the Vendor Setup Document Upload Web Page . The Vendor Setup Document Upload Web Page is an encrypted, secure, confidential web page.  See the Vendor Setup Document Upload Instructions if additional information is needed.
  • Supplier Only Document Upload Website – This link is for supplier’s ONLY to upload their documents (NON-Texas A&M University System Members). For all Texas A&M University System Members, please use the Vendor Setup Document Upload Web Page
  • ACH Changes or Additions – As of May 8, 2020, the vendor admin started verifying any account additions or changes due to the increase in fraudulent activity, see Texas A&M University System Regulation 01.03 . All vendor admins will send a generic email to the vendor/individual confirming that the account addition or change is valid. 
    • We can no longer accept bank information additions/changes or updates from an invoice nor the company’s letter head. The vendor or individual will need to fill out the Substitute W9 & Direct Deposit Form or the State of Texas Direct Deposit Authorization form (email for this form).
  • If the vendor will not provide an EIN and it is a 1099 reportable payment (i.e., $600, or greater for services or rentals) Texas A&M University Systems Agency’s will have to withhold 28% of the payment and remit to the IRS.


  • Vendor Information Sheet
  • Employee Direct Deposit - If an employee would like to receive their individual or travel reimbursement(s) by direct deposit, they will need to log into Workday to add the additional option called expense payment election. The instructions for adding/changing or updating the bank information are at employee payment elections instructions . If an employee needs to be added or have an address change, please either fill out the vendor information sheet or send an email with the UIN, name of the employee & address.
  • Confidential Information – If the documents contain confidential information on them, such as a social security number or bank information, it is now required to load the documents using the Vendor Setup Document Upload Web Page . The Vendor Setup Document Upload Web Page is an encrypted, secure, confidential web page.  See the Vendor Setup Document Upload Instructions if additional information is needed.


For Foreign Vendors

Please note: Due to the IRS changes, that all foreign forms that are submitted will need to be on a 2021 form or later (date of the form is located on the top left of the first page).


GLACIER is a nonresident alien tax compliance system designed to allow institutions to efficiently & effectively collect information, make tax residency and treaty determinations, manage paperwork, maintain data, and file reporting statements with the IRS.

  • Glacier record must be completed for any foreign individual or entity receiving a payment for services performed in the United States.
  • Glacier record must be completed for any foreign individual or entity receiving payment for software or royalties.
  • FMO will create the individual Glacier login for each vendor. To request this access please email with the vendor’s name, email address, UIN (if available), or tax ID (if available).
  • Only individuals receiving payment for services need to access GLACIER. Payments for travel expenses with receipts do not require this information.

Foreign Forms

  • 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
  • Certificate of Foreign Status – Any vendor performing goods or services outside the U.S. – Can be used for Merchandise/Tangible products that are not taxable; books; chemicals etc.
  • 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 would produce is a W-8 BEN.  If it is a foreign individual, please contact 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
  • Permanent Working Funds – requesting petty cash funds for departments with income producing activities for their daily operation
  • Temporary Working Funds – requesting funds for student travel, participants in research or to make change at an event, etc.
  • Change of Custodian – requesting change of the responsible custodian on Permanent Working funds