PaymentWorks Vendor Management

What is PaymentWorks?

PaymentWorks is a vendor onboarding and management system. University purchasers send email invitations to vendors (both entities and individuals) who are new to the university or have not yet completed the PaymentWorks onboarding process. The vendors then must register with PaymentWorks and provide their business information--legal names, tax IDs and statuses, addresses, payment preferences, etc.--by completing an onboarding profile.

PaymentWorks verifies the tax IDs and addresses and performs sanction list searches. Once the information is approved by Accounts Payable, it is securely transmitted to Banner, establishing the registrants as university vendors.

Vendors are responsible for maintaining and updating their profile information via PaymentWorks. In addition, both vendors and university faculty and staff can use the system to check the status of invoices submitted to Accounts Payable for payment.

University faculty and staff can login to PaymentWorks using their Flashline credentials. A link to PaymentWorks is also available in the Employee Workflows section in Flashline.

Contact Information

Accounts Payable

Questions from Kent State employees regarding:

  • Vendor onboarding procedures
  • Payments

330-672-2607, payments@kent.edu

Procurement

Questions from Kent State employees regarding:

  • Vendor qualifications
  • Bidding requirements
  • Use of diverse vendors
  • Purchase requisitions and purchase orders

330-672-2276, procurement@kent.edu

PaymentWorks

Questions from vendors regarding:

  • How to use PaymentWorks

Vendors must login to PaymentWorks and click on the Help link in the upper right corner in order to access the Support Center.

How to Use PaymentWorks

PaymentWorks (click to login)

PaymentWorks Instructions

  1. Long form (includes screenshots)
  2. Short form (printable version of instructions listed below)
  3. Slides - PowerPoint and pdf
  4. FAQs
  5. Video (updated 3/12/20)
Who must be invited to and register in PaymentWorks?

Apart from the list below, all individuals and entities who are to be paid through Accounts Payable must complete the PaymentWorks onboarding process. This is true regardless of funding source and whether the payee is a new or existing vendor.

PaymentWorks is the portal through which these vendors provide their business information, including legal names, tax identifications and filing statuses, payment preferences, physical and email addresses, contact names, diversity data and more.

Vendors also use the portal to maintain their business information and check invoice payment statuses.

The following entities and individuals do not need to complete the PaymentWorks onboarding process:

  • Current faculty, staff, and students who are being paid for something connected to their work or studies at Kent State (e.g., reimbursements, travel advances, gift card advances, petty cash reimbursements, awards, etc.)
  • Prospective employees and students (including student athletes) who are being reimbursed for travel expenses related to interviews or campus visits
  • Individuals and entities whose payments will be charged, in full, to agency indexes (i.e., indexes starting with an “8”)
  • Individuals and entities who are being sent refunds for such things as conference fees, rental space, etc.

To clarify, a reimbursement refers to a payment made by the university to an individual who incurred allowable and necessary business expenses on behalf of the university. A refund refers to a payment made to return funds to an individual/entity who previously paid them to the university.

Who is responsible for inviting vendors to PaymentWorks?

Each department is responsible for inviting its own vendors, ensuring that they have completed the onboarding process, and have registered the remittance address that appears on their invoices.

Vendors must complete the PaymentWorks onboarding process before they can be added to the vendor master file. Accounts Payable can only issue payment after a vendor has registered the remittance address that appears on their invoice. It is advisable that departments invite vendors to register before purchases are made and services are provided, in order to ensure that prospective vendors are in compliance with university policies and procedures.

As of April 15, 2020, payment requests that are submitted without their vendors (both existing and new) having completed the PaymentWorks onboarding process will be returned to the initiating departments.

Has my vendor completed the PaymentWorks onboarding process?
  1. Login to PaymentWorks.
  2. Click on Setup and Manage Supplier Portal.
  3. Click on the Suppliers tab.
  4. Search for your vendor using the gray search section on the left.
  5. How to read the search results:
    • A green dot in the CONNECTED column indicates that the vendor has completed the PaymentWorks onboarding process and has registered the address shown as a remittance address.
      • IMPORTANT If the remittance address shown does not match the one on the invoice, the vendor must add that address to their PaymentWorks profile. Email vendmgmt@kent.edu for assistance when this occurs.
    • An empty search result or a result that lacks a green dot in the CONNECTED column indicates that the vendor has not completed the PaymentWorks onboarding process.
  6. If your vendor has not completed the PaymentWorks onboarding process, check to see if they have been invited to register.
Has my vendor been invited to PaymentWorks?
  1. Login to PaymentWorks.
  2. Click on Vendor Master Updates.
  3. Click on the New Vendors tab. All vendors who have been invited to register with PaymentWorks in order to connect with Kent State are listed on this page.
  4. Search for your vendor using the gray search section on the left.
  5. If your vendor appears in the search results, they have been invited to register.
  6. If your vendor does not appear in the search results, you must invite them.
How do I invite a vendor to PaymentWorks?
  1. Login to PaymentWorks.
  2. Click on Vendor Master Updates.
  3. Click on the Send Invitation button that is beneath the gray search section on the left.
  4. Complete the Invite New Vendor form with the following information:
    • Company/Individual Name - Vendors include both entities and individuals.
    • Contact E-mail - Vendor contact email address.
    • Initiator Phone - Your phone number.
    • Reason for Inviting the Supplier - Choose Product, Services, or Product and Services.
    • Independent Contractor - If your vendor is an independent contractor, you must obtain approval via the HR Independent Contractor workflow before inviting them to PaymentWorks. If your vendor is not an independent contractor, you may leave this box blank.
    • Description of Goods and Services - Provide a brief description of the goods and/or services that the vendor will be providing.
    • Personalized Message - Enter a message that will be included on the invitation. This field is limited to 280 characters, including spaces.
  5. Click Send.
  6. Your invitation will first route to Accounts Payable for review, after which it will be sent to the vendor.
     
How do I check the status of my invitation and my vendor's registration?
  1. Login to PaymentWorks.
  2. Click on Vendor Master Updates.
  3. Search for your vendor using the gray search section on the left.
  4. As your invitation and the vendor's registration are processed, the statuses listed in the INVITATION, VENDOR ACCOUNT, and NEW VENDOR REGISTRATION columns will change. For a full listing of the status, see the PaymentWorks Instructions - Long Version.
  5. Once your vendor has completed the vendor onboarding process, their vendor number (Banner ID) will appear in the NEW VENDOR REGISTRATION column. At that point, you can initiate a purchase request or submit a payment request (which includes the vendor number) for that vendor.
How do I use PaymentWorks to view invoice payment statuses?
  1. Login to PaymentWorks.
  2. Click on Setup and Manage Supplier Portal.
  3. Click on the Invoices tab.
  4. Search for your vendor using the gray search section on the left.
  5. Invoices that have been keyed will appear in the search results at the right.
  6. A STATUS will appear for each invoice:
    • Approved - The invoice has been keyed and will be processed on the check run that is listed in the SCHEDULED PAY DATE column.
    • Paid - The invoice has been paid as of the date listed in the ACTUAL PAY DATE column.
  7. Click on invoices that show Paid statuses in order to view their check numbers (Payment Document #.)
How do I use PaymentWorks to view a vendor's profile?
  1. Login to PaymentWorks.
  2. Click on Vendor Master Updates.
  3. Click on the Vendor Profiles tab.
  4. Search for your vendor using the search box that is in the upper right section of the screen.
  5. Click on the name of your vendor to see the profile information:
    • Company Info - name, address, tax classification, etc.
    • Custom fields - KSU-specific questions including whether the vendor accepts credit cards and whether it charges a fee for credit card payments.