Vendor ID-Payee Information Forms (PIF)

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 cannot locate vendor ID for the company or individual or if you are uncertain, you should initiate the process of requesting a PIF.

Please note, a vendor must be in good standing for the university to conduct business with them. If there is a state hold on the vendor's ID it will need to be cleared before we can issue an payment. 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.

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 PIF over email as the PIF contains confidential information. After you complete the 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’ll want 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 the the university's Vendor ID Office for approval.

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.