Access & Security 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 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:

Departmental Budget Request Forms

Sales & Receivables Forms

Imaging & Data Control Forms

Individual Payments Forms

Payment & Travel Cards Forms


Payment Card

Travel Card

Tax Exempt Forms

Other Payment Card Forms

Purchase Audit 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.

Travel Forms

TAMU and TAMUG Travel Forms


Other State Tax Exemption Forms

 Some states will offer sales tax, and/or state hotel tax, and/or state vehicle rental tax exemptions to other sales tax exempt entities (i.e. state governments or universities). Please click on the link to review the states offering these exemptions and what forms to provide for that exemption.

  • Colorado - Since Colorado allows the use of other state sales tax exemption forms, we can use our Texas Sales Tax Exemption form for travel purchases in Colorado.
  • Florida - TAMU is exempt from the payment of Florida sales and use tax on real property rented, transient rental property rented, tangible personal property purchased or rented, or services purchased if Florida’s Consumer’s Certificate of Exemption is presented when in Florida.


States not listed above do not allow exemptions at this time.

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 .



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.

Working Funds Forms

Banking Forms

E-Commerce Forms

Account / FD860 Setup Forms

AFR & Year-End Close-Out Forms

Property Management Forms