West Texas A&M University

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Purchasing and Inventories Vendor Request/Change Form Instructions

Vendor Request/Change form instructions

About

Vendor Setup – To serve the State of Texas & West Texas A&M University System Members by setting up vendors in Colleague in a prompt & efficient manner while ensuring compliance with laws, policies, procedures, rules & regulations.  Provide prompt customer service to our vendors & University community. 

Requesting a New Vendor: 

All new vendor requests will need proper documentation; this could be one or more of the following:   IRS W-9, W-8 BEN or Certificate of Foreign Status. (Contact Purchasing@wtamu.edu for questions) This form will need

 IRS W-9 form

W9 Not Required                               W9 Required                                         W8 Form or Certificate of Foreign Status Form Required
Employee/Student                             Individuals/Sole Proprietor                  All Foreign Company/Individuals
Refund                                                 All Corporations
Prospective Employee/Student

For the purchase of goods or services, all vendor applicants must provide an Email Address for Purchase Order Distribution (for
individuals/students/employees, if you are just paying for a reimbursement or refund, this must be indicated in the notes section below)

Once the vendor is added and available to add to a requisition, purchasing will notify the requisition creator.  The end user can then add the vendor to the requisition

W-9’s are required for vendors receiving Awards and Prizes and are subject to tax with holdings.

Prior to requesting for a new vendor to be added to Colleague, you will need to contact the company for the following information and documentation;
Completed W-9, HUB vendor status, representative name, remittance address, phone number, fax number, representative email address, email address for Order correspondence.

Once you have received the above information you are ready to fill out the form. See the example below of how the form should be filled out.

*Campus mail is not secure for sensitive material, do not send W-9's or other vendor information through campus mail.*

          YOU MUST SEND A W-9 PROMPTLY WHEN SUBMITTING A VENDOR REQUEST FORM.                    PURCHASING WILL REMOVE A VENDOR REQUEST IF A W-9 IS NOT RECEIVED VIA EMAIL           WITHIN THE SAME DAY. A NEW VENDOR REQUEST WILL BE REQUIRED FOR ALL INCOMPLETE         OR REMOVED REQUESTS.

                                                 STEP 1. Email W-9 TO purchasing@wtamu.edu                                                   (Contact Purchasing if you do not have a W-9)

STEP 2. Direct Link - Vendor Request/Update Form

                                             STEP 3. Purchasing will email the Requester the                                               Vendor number when Vendor File is complete.

Vendor Change/request form links with instructions.

Below are the links to each vendor type request. These links will open up to an instruction page on how to set up the specific vendor type. At the bottom of each instruction page is a link to the Vendor Change/Request form

Purchase of Good or Services                                                                Refund Parent (Camp)

Reimbursement Employee                                                                       Refund Other

Reimbursement Student                                                                          Vendor Change Request