AggieBuy Vendor Setup Instructions

  • 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 Website . If you should have questions regarding the Vendor Document Upload Web Page, 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 System Members). For all Texas A&M University System Members, please use the Vendor Setup Document Upload Web Page
  • After 05/25/2018, email submissions of confidential vendor setup information or other confidential data will no longer be accepted via email. TAMU IT has or will start blocking emails from being sent or received if the email contains an SSN.  This will also eliminate the possibility that the request is not received. 
  • 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.

 

Supplier Onboarding

 

Aggie Buy Vendor Registration

 

Domestic Vendors

  • W9 is required for most NEW domestic vendor types, see below:
    • Individual Payment/Reimbursement
    • Sole Proprietor
    • Partnership
    • Corporation
  • Vendor Information Sheet (No W9 Required) is needed for the vendor types below:
    • Employee (UIN required)
    • Student (UIN required)
    • Prospective Employee (UIN/SSN if available)
    • Prospective Student (UIN/SSN if available)
    • Refund
  • If you do not have a UIN or an SSN, please indicate this in the NOTE section on the Vendor Information Sheet that you are just paying for a refund or prospective travel.
  • If the vendor provides their own W9, please fill out the Vendor Information Sheet & add an email for the company. If you are not placing an order with the company, please indicate this in the NOTE section of the Vendor Information Sheet .
  • If the vendor provides their own bank information on their own form, we will not be able to add this to the system. 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 vendorhelp@tamu.edu for this form).
  • 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. 
  • 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.
  • The link provided is a link to our Substitute Form W9 & Direct Deposit Form ; however the official IRS W-9 form can also be used by the vendor and will not be rejected by our office.

 

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 .
  • 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 Website . 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.

 

Student(s)

 

For Foreign Vendors

  • Please note: Due to the IRS changes, 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 an individual Glacier login for each vendor. To request 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.

 

Net Terms

  • The default net terms are 30. The net terms for Employees, Students, Refunds & Law Enforcement Officers will be automatically changed to net 5.  If you need the net terms changed please indicate this in the comment section when uploading the documents on the Vendor Setup Document Upload Website  when sending over the vendor information sheet or substitute W9 .

 

Additional Aggie Buy Instructions

 

If you should have any questions, please email vendorhelp@tamu.edu .