ÑÇÖÞÓ°Ôº

Requesting a New Supplier:

Before requesting a new supplier you must first search to see if the supplier already exists and if the address is already correct if it does exist. If not already obtained, you will first need to obtain the correct W-9 or W-8 form from your new supplier, and then request the new supplier be created.  For instructions on requesting a new supplier please click on the following link: .  For instructions on selecting the correct W-9 or W-8 form to have completed by your supplier, click the following link: W-8 and W-9 Instructions.

Deprartment Initiators logging into PaymentWorks: 

Log into with your university single sign on credentials.   Choose the supplier request form located within the web apps menu.  Sign into PaymentWorks with your University SSO and choose the Vendor Master Updates Tile.  

On this page you will be able to 

• Search for invitation previous sent to a Supplier within PaymentWorks 
• Send the invite for your supplier to register

• Initiator determines invitation type

  • Long Form 

    • Businesses

    • Higher dollar volume 

    • Recurring relationship

    • Diversity & COI information collected

  • Short Form

    • Individuals

    • Small dollar volume

    • Examples – candidate expense, research subject payments, stipend payments, student non-refunds

Full list of questions to be completed by department Initiator

Departments will receive notification once supplier is approved, created within PeopleSoft and fully connected within PaymentWorks. 

Requesting a Non-US Resident New Supplier:

When creating a new supplier record for Non-US Residents, there are three additional questions that must be addressed.   Please reach out to the correct NRA team to review your payment details prior to proceeding.   

1. Is the Supplier being reimbursed for travel expenses or being paid for a service?
2. If the Supplier is being paid for a service, did the service take place within the US or overseas?
3. If the service took place within the US, please obtain clearance from the appropriate campus Non-Us Citizen Tax and Employment Coordinator below:

The information can be entered in the voucher created if the response from the supplier does not address the following information

Information for Suppliers

Information for your Supplier

The department initiator will send an invitation to the supplier needing to register as a University supplier through PaymentWorks.  The invitation will be addressed to the supplier, and prompt a free account to be created. 

Example Below: 

This account will allow secure log in and credentials to be established for future log in and updates to the Supplier record.  Once the account is created within PaymenWorks an email with a link to verify and complete registration will be sent.   This email can be forwarded to a core office AP team or Procurement Office if needed. 

See Example below: 

Once the registration is complete, suppliers will be able to access their supplier dashboard. Suppliers will be able to use this log in for future vendor connections using PaymentWorks, and see all customers on the dashboard. 

Suppliers will be able to select the Invoice tab to see invoices scheduled for payment. 

Suppliers will be able to add or update address remittance by choosing the Remittance tab.   Choose the pencil icon to update, or the X to remove. 

Bank account details can also be provided by selecting the appropriate tab. 

Contact FTSS@umsystem.edu for additional assistance. 

How do I make sure my new Supplier is setup so Checks go to a specific person (ie. Attn: John Doe)?:

To ensure your check goes to a specific person within an organization, you may:

1. Prepare the voucher requesting a Hold Check.
2. Pick up the check when it is ready.
3. Prepare a cover letter including as many details as required to ensure your check goes to the right person.
4. Mail the check and cover letter to your designated person.
    

Why does the University require TIN for New Supplier Records:

PAYMENT TO SUPPLIERS

In its effort to streamline processes and to ensure continued compliance with certain , the University will now require departments to register new suppliers through PaymentWorks.  PaymentWorks will securely collect TIN and Banking information for these new records. 

 All new suppliers (established businesses and non-employees) who submit invoices for payment, including payments for honorariums, must supply be sent an invitation by a department initiator to register.  

 REASONS FOR THIS REQUIREMENT:

1. The W-9/W-8 ensures that the University has the payee’s correctly spelled name and correct mailing address for purposes of 1099 reporting.
2. The W-9/W-8 ensures that the University has a business’s legal name and Doing Business As (DBA) name.
3. The W-9/W-8 ensures that the University has a payee’s correct Tax Identification Number (FEIN or SSN).

If payment is for REFUND purposes, a W-9/W-8 is not required.