Acquisitions Homepage

As of July 1, 2017 Disbursements & Travel Services will no longer accept paper W9/W8 forms. New vendors will be required to submit new vendor information (W9/W8) via PaymentWorks.  The prospective vendor will be able to provide all tax and banking information required to be set up as an SHSU vendor via this secure online method.  This online process will eliminate paper W9/W8 forms from traveling all over campus with individual social security numbers and/or federal tax numbers being displayed.

Staff in NGL who handle W9 requests need to attend a training session provided by Disbursements. The training is eligible for one (1) professional development credit.  Access to PaymentWorks will be granted within 3-5 business days to all who attend a training class.

Technical Services Library Associate, Trina Walker,  (taken over by Lucy Carnegie Mendoza who is the Acquisitions Library Associate in Sep. 2021) usually handles PaymentWorks requests for Technical Services. Below is a sample of an email she typically sends to vendors, in this case, to Elsevier Inc.:

My name is Trina Walker and I am responsible for vendor maintenance and invoice payments for our library at Sam Houston State University.  We need an updated W9 for Elsevier Inc.  Our institution uses PaymentWorks, which is a secure portal, for vendors to enter their W9 information.  I am trying to contact someone who can complete this process.  I need a name and email address to send the invitation.  That person will receive an email from PaymentWorks and follow the prompts.  If Elsevier Inc. already has a PaymentWorks account, please connect it with Sam Houston State University, update your information, save, then submit the form.  The remit to address entered in PaymentWorks should match what is on the invoice.  I have an invoice ready to pay with a due date of 5/16/21 (attached), but I cannot move forward with paying until this process is completed.  All of your information must be entered electronically through PaymentWorks.