September 7, 2023
The Finance department continues to work on the implementation of PaymentWorks to ensure a smooth transition for the university community. We have received tickets asking how to submit new suppliers during this period. Until further notice, the departments should continue to have their suppliers fill out the supplier information form and W-9/W-8, attaching it to their requisition or AP request in BCB. We will send out very clear communication when the system goes live, which won’t be until later this fall. For now, we continue to do monthly articles to familiarize you with the system.
Each month we have included articles in Business Matters walking you through how the new process will look and behave once it is implemented. This month we will cover notifications which help you stay up to date on the supplier registration process in PaymentWorks. For reference, here are the prior articles:
- New Supplier Management System (PaymentWorks)
- Inviting a Supplier in PaymentWorks
- PaymentWorks – Tracking the Vendor Through Vendor Registration
Notifications through PaymentWorks
There are several ways that you can stay up to date throughout the supplier registration process. We talked about the Onboarding Tracker in the July Business Matters update. This month we will show notifications that the initiator will receive throughout the new vendor registration.
The initiator is determined when the invitation is submitted by the campus department (for more information on submitting an invitation, please see the June Business Matters article). The initiator can be the person submitting the invitation, or another party that needs to know when the supplier has been added to the University’s supplier database. Currently, PaymentWorks only allows one person to be the initiator and receive notifications to their email. Below are all the notifications that the initiator will receive.
Initiator profiles are defaulted to receive all notifications; however, you may choose which notifications you would like to receive through your PaymentWorks profile. The Finance department strongly encourages initiators to receive all notifications to ensure successful set up of their suppliers. The Finance department will not send reminders out to suppliers that have received an invitation; however, the suppliers will get automated reminders from PaymentWorks regarding their invitation.