The Finance department continues to work through system testing for the new PaymentWorks vendor management system. As in past months, below is the monthly article to familiarize you with the system prior to going live.
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 vendors that will not go through PaymentWorks and the New Vendor Registration Form. For reference, here are the prior articles:
- New Supplier Management System (PaymentWorks)
- Inviting a Supplier in PaymentWorks
- PaymentWorks – Tracking the Vendor Through Vendor Registration
- PaymentWorks Update – September 2023
Which Vendors will not be Processed through PaymentWorks?
The University has a few types of payments that are made, that will not require the individual/organization to go through PaymentWorks.
- Employee and Student Reimbursements
- These reimbursements MUST follow the University’s Reimbursement for Official Travel and Entertainment Policy
- Tax Authorities (Payroll Use Only)
- Refunds
The types of payments are non-taxable, therefore setting up a PaymentWorks account does not make sense in these cases. Departments will still be required to provide their name, email, phone number, and address to make these payments. For student reimbursements, you must provide the PID number to identify the correct student.
What does the New Vendor Registration Look Like that our Vendors fill out?
The new vendor registration (NVR) is very similar in appearance to the current supplier information form. The vendor will receive an email, which is generated by the invitation sent by the initiator, to create an account with PaymentWorks. Once they have an account, they will log in to fill out the NVR. Below is a document with screenshots of the four tabs within the NVR.