Adding vendors and/or making changes to existing vendors is within realm of the Office of Accounting VID (Vendor ID) Section, supervised by Ramona Williams: Phone: 512-471-3273; Fax: 512-471-5178. "Vendors" may be UT:
- Non-employees who are to receive payment and/or reimbursement or will travel on UT business.
- Employees or students who need to add information to *DEFINE in order to receive non-payroll reimbursement.
Creating a GGV - a GGV is a required to add a vendor [vendor/payee (individual or organization)] or to change a vendor address within *DEFINE. (No GGV is needed when employees or non-employee vendors wish to update non-payroll/direct bank deposit information. See: https://utdirect.utexas.edu/acct/rec/weft/webEFT_info.WBX .)
- Concerning new visitors/vendors, if a vendor is not in DEFINE, one must create a GGV to add vendor. First, submit/launch a DocuSign form, which includes a Payee Information Form (PIF) and have it sent to and completed by the vendor. See: https://docusign.utexas.edu/PIF . The vendor electronically returns a completed PIF AND a copy of a government-issued photo ID. Regarding the PIF, individuals complete Parts I & IV, Partnerships complete Parts II & IV, and Corporations or other Entities complete Parts III & IV.
- If a vendor's address is missing or wrong on the GG3 or GG4 screens in *DEFINE, or in the UT Direct Vendor Information Lookup, complete a GGV to make changes: https://austin-utexas.custhelp.com/app/answers/detail/a_id/505/kw/How%20do%20I%20create%20a%20vendor%3F/related/1 .
- Vendor name change: If the name of an existing vendor changes, contact the Vendor Identification (VID) Section to have the name corrected. A new Payee Information Form (PIF) is required when an individual changes his/her name or citizenship status: https://docusign.utexas.edu/PIF . Employees are exempt from PIFs unless they are receiving scholarships.
Q & A: What is a Payee Information Form?
A Payee Information Form (PIF) is a request for a vendor's taxpayer number and applicable tax classification (ownership type). The PIF is a combination of IRS form W-9 (request for taxpayer number) and state of Texas form AP152 (application for a vendor identification number). The information from the two government forms is combined into a PIF, so the vendors will only need to complete one form.
An organization that is required to file an information return with the IRS must obtain a vendor's Taxpayer Identification Number (TIN) to report income. The TIN is either the Social Security Number (SSN) or Federal Employer Identification Number (FEIN) of the payee. Nonresident alien information must be obtained to determine the payee's tax status for compliance with IRS withholding and SSN or FEIN of the payee, and for reporting requirements. The additional information for other payee types is needed to satisfy State of Texas requirements for establishing vendor records.
