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FSS/PPS 03.13 - Vendor Maintenance

Vendor Maintenance

FSS/PPS No. 03.13 (03.01.16)
Issue No. 2
Effective Date: 4/17/2018
Next Review Date: 3/01/2021 (E3Y)
Sr. Reviewer: Associate Vice President for Financial Services


    1. This document establishes policy and procedures for vendor maintenance associated with Texas State University including, but not limited to, the creation of vendors, changes to existing vendors, and the archiving of vendors.

    2. The Procurement and Strategic Sourcing Office is responsible for the university’s vendor maintenance process.

    3. Vendors for the university are added to the vendor maintenance system for multiple reasons including payments, reimbursements, stipends, one-time purchases, professional services, and other reasons.

    4. Vendors should be established for goods or services that are not currently available through existing vendors or contracts already in place with the university. Examples of new vendors include, but are not limited to, sole source, proprietary, best value, special projects, and new contracts.

    5. Requests for new vendor set-up must be on the Payee Substitute W-9 Form and include all required information.

    6. In accordance with purchasing retention schedules, vendors with no payment or purchasing activity for two years will be marked inactive.

    7. The associate vice president for Financial Services may delegate vendor creation, maintenance, review, and upkeep as needed to various offices and individuals:

      1. The Procurement and Strategic Sourcing Office has been delegated responsibility to establish and maintain vendor maintenance for the university, unless otherwise specified. For more information, please see the Procurement and Strategic Sourcing website.

    1. Electronic Signature – “an electronic sound, symbol, or process attached to or logically associated with a record and executed or adopted by a person with the intent to sign the record” (Texas Business and Commerce Code, Chapter 322. Uniform Electronic Transactions Act, Sec. 322.022(8)).

    2. SAP – the university’s event-related potentials (ERP) software that houses vendor maintenance and the procurement function.

    3. Vendor Maintenance – the electronic database for vendors within the university’s SAP system.

    4. Vendor – businesses or individuals that the university deals with.

    5. Payee Substitute W-9 Form – a form that vendors must complete to add or update any information in the vendor maintenance system.


    1. Requests for new vendors must be made using a Payee Substitute W-9 Form. Refer to the Procurement and Strategic Sourcing webpage for the required form.

    2. For new vendor requests, the end user should have the vendor complete the Payee Substitute W-9 Form and submit electronically to

    3. Once a Payee Substitute W-9 Form has been received, it will be determined if it is a new request or an update. If the form is an update, it will be processed and routed for electronic filing. If the form is a new request, the form will be routed to a buyer for review.

    4. The buyer will review the request and research whether an existing vendor can provide the same goods or services. Once the buyer has reviewed the vendor request, he or she will then pass along their findings to the assistant director of Procurement and Strategic Sourcing. The assistant director of Procurement and Strategic Sourcing will determine whether there is sufficient information to make a decision.

    5. If approved, the vendor will then be added to SAP and the end user will be notified of the vendor number. If a vendor is denied, the end user will be notified by an assistant director of Procurement and Strategic Sourcing with a reasonable explanation and alternative solution.


    1. Reviewers of this PPS include the following:

      Position Date
      Associate Vice President, Financial Services March 1 E3Y
      Director, Procurement and Strategic Sourcing March 1 E3Y

    This PPS has been approved by the following individuals in their official capacities and represents Texas State Finance and Support Services policy and procedure from the date of this document until superseded.

    Associate Vice President for Financial Services; senior reviewer of this PPS

    Vice President for Finance and Support Services