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 or reimbursement or travel on UT business.
- Employees who have not updated their addresses or added bank deposit information in DEFINE.
(Employees and non-employee vendors may update non-payroll/direct bank deposit information at: https://utdirect.utexas.edu/acct/rec/weft/webEFT_info.WBX - no GGV needed for this.)
Creating a GGV
To watch a video on how to create a GGV in *DEFINE, visit here. A GGV is a required electronic Vendor ID request to add a vendor [vendor/payee (individual or organization)] or to change a vendor address within *DEFINE.
- Concerning visitors/vendors, if a vendor is not in DEFINE, one must create a GGV to add vendor. Submit/launch a DocuSign form to have it sent to and completed by the vendor - go to: https://docusign.utexas.edu/PIF . The vendor sends completed Payee Information Form (PIF) AND a copy of a government-issued photo ID.
- To add an address to a vendor or employee record: https://austin-utexas.custhelp.com/app/answers/detail/a_id/585/kw/How%20do%20I%20create%20a%20vendor%3F
- 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 add the vendor's new address. View the GGV Creation Demonstration, or this user guide, to learn how to create a GGV.
- 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 or her name or citizenship status. 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.
To add a new vendor to the system, a vendor/payee must complete a Payee Information Form (PIF). Regarding the PIF, individuals complete Parts I & IV, Partnerships complete Parts II & IV, and Corporations or other Entities complete Parts III & IV.
Implement your own UTBox Widget as soon as possible. UT Box information:
https://wikis.utexas.edu/display/utbox/UTBox+FAQ#UTBoxFAQ-HowcanIleverageUTBoxtocollectsensitivefilesfromnon-UTaffiliates. Departments are encouraged to work with their local IT support staff to setup their UTBox widget. Questions about the UTBox Upload Widget feature may also be directed to security@utexas.edu.
Direct vendor questions to vid@austin.utexas.edu.
Per secure documents policy, scanned PIFs and identification documents are not accepted by email. Request that the vendor upload both a PHOTO ID and a completed PIF to your UTbox.
GGV creation tutorial:
To create a vendor in *DEFINE, type "GGV" in the Command line; in the Action line, type "NEW".
Then, type in the information obtained from the completed PIF (or W-9) and Photo ID. When done, type "VER" (VERify) in the Action line to check that the GGV is completed correctly and if verified, type "APP" (APProve) in the Action line. This APP routes the GGV to Ramona Williams in Accounting VID. Next:
- FAX copies to Ramona at: 512-471-5178. To expedite the approval process, email Ramona (oa.rwilliams@austin.utexas.edu) to inform her that the PIF and Photo ID were faxed. NOTE: Do NOT email PIFs; it is against UT secure documents policy.
OR
- Upload file copies to the Vendor Identification Department via UTBox Upload Widget (https://financials.utexas.edu/submit-file-to-vid)
After the GGV is approved by Accounting VID, I used to take copies of the PIF and Photo ID to the shredder bin immediately to protect personal information. At times, even after approval by VID, the Accounting VID has asked to have documents faxed to them again. Therefore, I keep these private documents locked in my desk for several weeks and kept in my UTBox file to ensure I can still provide them to VID if needed.
