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Office of Accounting

Accounts Payable

GGV Tips from the Vendor ID Section

Name Info
The primary name is the name on IRS records for that number. Indivuals are entered "last name, first name, middle initial or name, Jr or III". William Paul Jones Jr would be "Jones, William Paul, Jr".

Company names are listed without using “the” at the beginning. The John Smith Corp would be “John Smith Corp, The".

Don't use periods in the primary name field. Vidinfo.com would be "vidinfo com".

The other name line is for names that might help in finding the vendor on the GG3 screen.

GGV name fields

GGV Name Fields

Campus Address Format
Format campus addresses to match the HD8 screen and use zip code 78712. Campus addresses are for employees only.

Campus Address Format

Campus Address Format

Foreign Address Format
Enter the street address in the Non-Post Office Info field, the province and zip code in the Postal Address field, and the city in the City field. Enter two hyphens ("--") in the State field and leave the Zip field blank. Enter a question mark in the Country Code field to find the correct abbreviation for that country.

Foreign Address Format

Foreign Address Format

Sole-owner Name & SSN Format

sole-owner name and SSN format

Sole-Owner Name and SSN Format

Ms. Locks may be paid using her federal employer identification number (FEIN) if she chooses.

sole-owner and FEIN

Sole-Owner Name and FEIN Format

Partnership Format

Partnership Format

Partnership Format

Temporary VID

Temporary Vendor IDs can be assigned for:

  • Foreign companies.
  • Refunds or reimbursements for individuals that do not have a social security number.
  • Services provided outside of the United States by individuals that do not have an SSN.
  • Refunds for individuals that refuse to provide their SSNs.

If paying a non-resident alien without an SSN for services provided in the U.S., call the Independent Contractor Section of the Office of Accounting (475-7144) when the GGV is submitted to discuss obtaining an individual taxpayer identification number (ITIN). The Independent Contractor Section will then e-mail the VID Section, allowing a temporary VID to be used until the ITIN is issued.

Ownership Codes Reference List

Internal Revenue Service ownership description

Ownership type

State of Texas (UT) ownership description

LIMITED LIABILITY CORP (TEXAS )

NON-PROFIT CORP ( TEXAS )

PROFIT CORP ( TEXAS )

T*

TEXAS CORPORATION - The VID# is created using the federal employer identification # for the corp preceded by a "1". The Texas charter # is required.

PROFESSIONAL ASSOCIATION ( TEXAS )

A*

PROFESSIONAL ASSOCIATION - The VID# is created using the federal employer identification # for the professional assoc preceded by a “1”. The Texas charter # is required.

PROFESSIONAL CORPORATION ( TEXAS )

C *

PROFESSIONAL CORPORATION - The VID# is created using the federal employer identification # for the professional corp preceded by a "1". The Texas charter # is required.

PROFIT CORP (OUT OF STATE)

LIMITED LIABILITY CORP (OOS)

NON-PROFIT CORP (OUT OF STATE)

O

OUT OF STATE CORPORATION - The VID# is created using the federal employer identification # for the corp preceded by a "1".

 

ESTATE (TEXAS & OUT OF STATE) INDIVIDUAL (TEXAS & OUT OF STATE)

I

INDIVIDUAL - The VID# is created using the social security # of the individual preceded by a "2".

SOLE-OWNER (TEXAS & OUT OF STATE)

S

 

 

SOLE-OWNER - The VID# is created using the federal employer identification # for the sole-owned business preceded by a "1" or the owner's social security # preceded by a "2".

The owner name and social security # is required.

STATE E MP LOYEE

E

E MP LOYEE of UT - The VID# is created using the social security # of the individual preceded by a "2".

GENERAL PARTNERSHIP (TEXAS & OOS)

 

P

PARTNERSHIP - The VID# is created using the federal employer identification # for the general partnership preceded by a "1".

Two owner names are required and an ss # if they are an individual and an fei # if they are a business.

FOREIGN CO MP ANY (OUT OF USA )

R

FOREIGN CO MP ANIES - Temporary #s are used for companies located outside the United States

LIMITED PARTNERSHIP (TEXAS & OOS)

LTD LIABILITY PARTNERSHIP (TX & O OS )

REGULAR ASSOCIATION (TEXAS & OOS)

INSURANCE CORP (TEXAS & OOS)

RAILROAD (TEXAS & OOS)

OIL AND GAS SPECIAL (TEXAS & OOS)

TRUST (TEXAS & OUT OF STATE)

N

OTHER - The VID# is created using the federal employer identification # preceded y a "1".

 

CITY (TEXAS & OUT OF STATE)

COUNTY (TEXAS & OUT OF STATE)

SCHOOL DISTRICT (TEXAS & OUT OF STATE)

MASS TRANSIT (GOVT OWNED) (TX & OOS)

RAPID TRANSIT (GOVT OWNED) (TX & OOS)

SPECIAL PURPOSE DISTRICT (TX & OOS)

LOCAL OFFICIAL (TX & OOS)

FEDERAL AGENCY (TX & OOS)

STATE AGENCY (OUT OF STATE)

G

GOVERNMENT ENTITY - The VID# for governmental entities is created using the federal employer identification # for the entity preceded by a "1".

 

COMMUNITY COLLEGE (TEXAS & OUT OF STATE)

JUNIOR COLLEGE (TEXAS & OOS)

STATE COLLEGE/UNIV (TEXAS & OOS)

STATE AGENCY ( TEXAS )

 

U

STATE AGENCY/UNIVERSITY - The VID#s for state agencies of Texas are created using the state agency # assigned by the State Comptroller's Office. The VID# starts with a "3" and is followed by the state agency # repeated three times. The University of Texas at Austin is state agency "721". The VID# is 37217217217.

-The VID# for state agencies in the USA not in Texas is created using the federal employer identification # for the state agency preceded by a "1".

BANK (TEXAS & OUT OF STATE)

CREDIT UNION (TEXAS & OUT OF STATE)

S& L (TEXAS & OUT OF STATE)

LTD LIABILITY BANK ASSOC (TEXAS & O OS)

F

FINANCIAL INSTITUTIONS – The VID# is created using the federal employer identification # for the financial institution preceded by a "1".

 

*This ownership type requires the Texas Charter Number be filled in. Charter numbers can be found using the Comptroller's Web site http://ecpa.cpa.state.tx.us/coa/Index.html or by calling the Secretary of State's Office at
512-463-5555.