˿����Ƶ

Before creating a new supplier record, check if the supplier already exists. You can search using or PeopleSoft by supplier name or supplier ID. If you need to search by Social Security Number or Federal Employer ID, contact Shared Services. 

When searching by name, use proper naming conventions outlined in the . For example, “United States Department of Agriculture” should be entered as “US DEPT of AG.” Review the results to determine if the supplier exists. If the address you need is missing, note the sequence number or proceed to update the supplier record. 

Consult the for step-by-step instructions and the accounts payable resources for PeopleSoft Financials Trainings & Guides. 

All new suppliers are onboarded through PaymentWorks. Before requesting a new supplier, confirm that the supplier does not already exist and that the address is correct.

Use your University SSO to log into Web Applications, access the Supplier Request Form and then sign into PaymentWorks to send an invitation. The invitation type depends on the supplier: 

• Long Form: Businesses, higher dollar volume, recurring relationships, diversity and conflict of interest information 
• Short Form: Individuals, small dollar volume, examples include candidate expenses, research payments or stipends 

Departments will receive notification once the supplier is approved and connected in PeopleSoft. 

For suppliers who are not US residents, determine whether the payment is for travel reimbursement or a service. If the payment is for a service, identify whether it took place in the US or abroad. If the service occurred in the US, obtain clearance from the appropriate non-resident alien tax specialist for your campus.  

Review supplier payment details with the appropriate specialist before entering information in a voucher. If supplier responses do not fully address required questions, enter the additional information in the voucher. 

˿����Ƶ requires the tax identification number (TIN) for all suppliers to comply with IRS rules and ensure accurate payments. All new suppliers, including established businesses and non-employees submitting invoices for payment, must be registered through PaymentWorks. 

Suppliers receive a secure invitation from a department initiator to create a PaymentWorks account. After registration, suppliers can: 

• View scheduled invoice payments 
• Add or update remittance addresses 
• Enter or update banking information 

This process ensures that the University has correct names, addresses and tax identification numbers for payments and reporting. 

Consult the for details on these processes.