Domestic Vendors

Vendors are set up in FMO Accounts Payable via a request through the procure to pay system, fax (979) 458-4191, or email vendorhelp@tamu.edu. A payment request cannot be processed until the vendor is set up in the payment system.

• W-9 form is required for most new domestic vendor types, see below:
  • Speaker Fee
  • Individual Payment/Reimbursement
  • Sole Proprietor
  • Partnership
  • Corporation
• Vendor Information Sheet (No W9 Required) is needed for the vendor types below:
  • Address change only
  • Employee (UIN required)
  • Student (UIN required)
  • Prospective Employee (UIN/SSN if available)
  • Prospective Student (UIN/SSN if available)
  • Refund
• On the Vendor Information Sheet, if a UIN or SSN is not available, just note that you are paying a refund or for prospective travel.
• If the W9 is not clear, please fill out a Vendor Information Sheet and send it over with the W9, or ask the vendor to resubmit a legible copy.
• If you cannot get a W9 from the vendor, then please provide documentation that you have tried to get a W9 at least 4 times within 5 business days prior to having a vendor set up in FAMIS. You will need to fill out the Vendor Information Sheet and fax to (979) 458-4191 to get the vendor set up in FAMIS. If at all possible, please try to get an EIN (Employer Identification Number) from the vendor.
• If the vendor will not provide an EIN and it is a 1099 reportable payment (i.e. $600 or greater for services or rentals) TAMU will have to withhold 28% of the payment and remit to the IRS.
• The link provided is a link to our Substitute W9 Form; however, the official IRS W-9 form can also be used by the vendor and will not be rejected by our office.
• Concur: For individuals only. Sending a W9 to FMO to setup a new vendor/individual for payment will automatically set them up in FAMIS and AggieBuy. If the entry also needs to be set up in Concur, please note this on the W9 or Vendor Information Sheet.
• AggieBuy: The default net terms are net 27. The net terms on employees, students, & refunds will be automatically changed to net 5. If you need the net terms changed, please indicate by providing the contract or other appropriate terms documentation, when sending over the Vendor Information Sheet or W9 Form.
  • Requisition New Supplier Request Instructions
  • Non-PO Invoice New Supplier Request 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 Web Page. If you should have questions regarding the Vendor Document Upload Web Page, see the Vendor Setup Document Upload Instructions.

• As of January 01, 2019 we will require all domestic vendors to be 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).
  • The domestic vendors who will not accept payment via direct deposit will need to request an exception via email at vendorhelp@tamu.edu & provide a reason in the request for the exception.
  • If a vendor setup request is sent in after January 1, 2019 with no direct deposit information provided it will be returned to have the vendor provide one.