Vendor Setup

To serve the State of Texas and Texas A&M University System Members by setting up vendors in our accounting system(s) in a prompt and efficient manner while ensuring compliance with laws, policies, procedures, rules and regulations. Provide prompt customer service to our vendors and University community on status of payments.

  • Question(s) concerning Vendor Setup (W-9), Direct Deposit or Vendor Profile? Email vendorhelp@tamu.edu
  • Need help determining how to apply a check or direct deposit/ACH or have questions about a payment status of an invoice? Email paymentstatus@tamu.edu
  • Need to send an invoice for a payment? Email invoices@tamu.edu (please send one invoice per email in a pdf format)
  • Please send statements to statements@tamu.edu

Customizing Supplier Search in Aggie Buy Guide

Supplier Onboarding Request Instructions

 

AggieBuy Vendor Registration

AggieBuy

Concur

Notes

  • In accordance with Texas state law (TAC 202) & 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 & provide for the secure upload Vendor Setup Forms and other confidential data, a secure upload form is provided Vendor Setup Document Upload Website
  • If you should have any questions regarding the Vendor Upload Document Web Page, see the Vendor Setup Document Upload Instructions .
  • We recommend that if an active vendor has changes, (example of changes would be an address, phone number, bank information or tax identification number) that the vendor registers through the supplier portal.
    • For existing active suppliers in Aggie Buy, please send an email notification to vendorhelp@tamu.edu with the following information.
      • Supplier name
      • Supplier number
      • Suppliers contact First & Last name (whom the invite will need to be sent to)
      • Suppliers contact email address
    • Email submissions of confidential vendor setup information or other confidential data will no longer be accepted via email. Texas A&M University Technology Services blocks emails from being sent or received if the email contains a Social Security Number.  
    • As of January 01, 2019, we will require all domestic vendors to 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).
      • If the vendor is already set up and they want to change the current bank information, the following two options are available.

For Domestic Vendors (US)

  • Vendor Information Sheet – For Current Employees (UIN required), Current Students (UIN required for system members 01, 02, 06, 07, 10, 23 & 28 only. All other system members will need to provide the students with a 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 2025 W9/Substitute W9 form to be filled out.
  • Substitute W9 & Direct Deposit Form – To add or change for New/Current Individuals, Business Entities or Speaker Fee. The substitute W9 & direct deposit form are now all on 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/individual has new bank information a new substitute W9 & direct deposit form will need to be filled out. Also, the vendor/individual will need to put the old bank information in the Existing Account (Changes Only) section & the new bank information will need to be added in the New Setup Account Info section of the form.
  • Notice to All Vendors Receiving Payment(s) bye EFT/ACH
  • Confidential Information – If the document(s) contain confidential information, such as a social security number or bank account information, it is now required to upload the documents using the Vendor Setup Document Upload Website . The vendor setup document upload website is an encrypted, secure, confidential website.  See the Vendor Setup Document Upload Instructions .    
  • Supplier Only Document Upload Website – This link is for supplier’s ONLY to upload their documents (NON-Texas A&M University Systems Members). For all Texas A&M University System Members, please use the Vendor Setup Document Upload Website .
  • ACH Changes or Additions – As of May 8, 2020, the vendor admin team started verifying any account additions or changes due to the increase in fraudulent activity, see the 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 on additions/changes or updates from an invoice nor on a company’s letter head. The vendor or individual will need to fill out the Substitute W9 & Direct Deposit Form , the State of Texas Direct Deposit Authorization form or register in the Aggie Buy supplier portal.  If the vendor chooses to fill out the Substitute W9 & Direct Deposit Form for & if the form has confidential information on the form, the form will need to be uploaded to the Vendor Setup Document Upload Website  or the Supplier Only Document Upload Website .
    • If the vendor will 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 & remit to the IRS.

 

Employee(s) 

  • 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 has an address change, please either fill out the Vendor Information Sheet or send an email to vendorhelp@tamu.edu with the UIN, name of the employee or address.
  • Confidential Information – If the document(s) contain confidential information, such as a social security number or bank account information, it is now required to upload the documents using the Vendor Setup Document Upload Website . The vendor setup document upload website is an encrypted, secure, confidential website.  See the Vendor Setup Document Upload Instructions .    

 

Student(s)

 

For Foreign Vendor(s)

  • 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

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 & file reporting statements with the IRS.

  • Only individuals receiving payment for services will need to access GLACIER. Payments for travel expenses with receipts do not require this information.
  • 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 internationalAP@tamu.edu with the vendors name, email address, UIN (if available) or Tax Id (if available).

 

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.
  • Certificate of Foreign Status – Any vendor performing goods or services outside the US – Can be used for Merchandise/Tangible products that are not taxable, books, chemicals etc.
  • W8-BEN – For foreign individuals for any payment made through AP providing services inside or outside the US – Royalty payment, Software downloads, Maintenance & Repairs etc. If the individual created a Glacier profile one of the forms, it would produce a W8BEN.  If it is a foreign individual, please contact internationalAP@tamu.edu providing the individuals name & email address.  They will then send a Glacier invitation request to the foreign individual to complete their Glacier record. W8-BEN Instructions
  • W8-BEN-E – For foreign entities providing services inside or outside of the US or Foreign Entities who would like to claim tax treaty benefits – for companies selling software, intellectual property, royalties, maintenance & repairs and other services. 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-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 US (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 US possession claiming the applicability of section(s) 115(2), 501©, 892, 895 or 1443(b). Note: these entities should use for W8-ECI if they received effectively connected income & are not eligible to claim an exemption for chapter 3 or 4 purposes for W8-EXP.  W8-EXP Instructions
  • Visiting Scholars – Please visit this website to see the information regarding visiting scholars and what is required.
  • 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.