Vendor ID-Payee Information Forms (PIF)
- Arturo Flores
- Jacquelin Llado
Introduction | Procedure for PIF processing | University PIF Resources
Introduction:
The Payee Information Form (PIF) is used to generate a vendor ID for a payee/vendor while collecting the payee/vendor tax information. A PIF can also be used to update payee/vendor information for an established vendor ID. The University of Texas must obtain correct Taxpayer Identification Number (TIN) because federal law requires the university to report certain payments to the Internal Revenue Service. Additionally, the State of Texas requires the university to collect certain other information on United States entities to satisfy state law requirements.
Please note, a payee/vendor must be in good standing in order for the university to conduct business with them. If there is a state hold on the vendor's ID, the hold will need to be cleared before the university can issue an payment to the vendor. The Vendor Information System contains this information but state holds can also be searched for at https://fmcpa.cpa.state.tx.us/tpis/search.html.
Procedure for PIF processing:
A Payee Information Form (PIF) is required:
to have a new vendor ID generated for a company or individual who will receive payment from a university account
to update a current vendor ID's information for a company or individual
to obtain the correct Taxpayer Identification Number and other important information to comply with federal and state laws
The first step in your process should be to verify if a company or individual already has a university vendor ID/UT EID. This can be accomplished one of two ways:
Using the Vendor Information System to search for the vendor, https://utdirect.utexas.edu/acct/gen/vendor/info/index.WBX
Searching in the GG3 command in DEFINE. If you cannot locate a vendor ID for the company or individual or if you are uncertain, you should initiate the process of requesting a PIF.
The preferred and safest method for requesting a PIF is via the university's DocuSign PowerForm, https://docusign.utexas.edu/PIF. You should NEVER share or accept a completed PIF over email as the PIF contains confidential information. After you have completed a PIF PowerForm, it will route to the company or individual to provide their taxpayer identification number, contact details, and other relevant information.
Once the company or individual completes their portion of the PIF PowerForm, it will route to the UT Contact who initiated the request for them to review and enter the information on the PIF into DEFINE using the GGV command to generate the vendor ID or process the update. You will need to copy the GGV document ID number from DEFINE before approving it forward as you will need to add this GGV document ID number to the PIF PowerForm in order to submit the PIF PowerForm forward to the university's Vendor ID Office for approval. If the PIF PowerForm is for a foreign company or individual, you will need to add a note to your GGV document in DEFINE confirming the funding source (state or local) you will use to pay the vendor.
You may accept a PIF via another secure method such as in person. After you have route forward your completed GGV in DEFINE to the vendor ID section for review, you’ll need to upload the paper PIF and ID to the Vendor ID section via their UTBox Upload Widget, https://afm.utexas.edu/resources/submit-file-to-vid.
Information on completing a GGV can be found in the school's shared Accounting Training Materials UTBox folder. If you have any questions about vendor IDs, please send an email to he-business_services@utlists.utexas.edu.
University PIF Resources:
Downloadable PIF - Mainly for reference purposes, please use the university's DocuSign PowerForm, https://docusign.utexas.edu/PIF
Assisting with Payee/Vendor with Direct Deposit Option for Payments
If you have any feedback on this page or need to report a broken link please email arturo.flores@austin.utexas.edu.