Concur Vendor Setup Instructions

Domestic Vendors

  • 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.
  • W9 is required for most new domestic individual types, see below:
    • Individual Payment/Reimbursement
    • Sole Proprietor
  • Vendor Information Sheet (No W9 Required) is needed for the vendor types below:
    • Student Employee’s (UIN required)
    • Student (UIN required)
    • Prospective Employee (UIN/SSN if available)
    • Prospective Student (UIN/SSN if available)
    • Refund
  • Current Employee’s – If the individual is a current employee & not a student, the employee will automatically be in Concur. The employee will need to assign you (the bookkeeper) as a delegate.  We (vendor admins) cannot put a current employee into Concur without authorization from Travel.
  • If you do not have a UIN or an SSN, please indicate Emburse Only in the note section on the Vendor Information Sheet .
  • When submitting individual setup(s) for Emburse, please indicate which system part (system part/code) you are processing your document in.
  • If the W9 is not clear please fill out a Vendor Information Sheet & send over with the W9 or ask the vendor to resubmit a legible copy.
  • 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.
  • Vendor Setup Document Upload Instructions - You can now load your documents from your desktop instead of email or fax.  This is an encrypted, secure, confidential web page, so you don’t have to worry about the information being compromised.  Just go to the Vendor Setup Document Upload Website.

 

For Foreign Vendor(s)

  • 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 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
  • 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. 

 

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