Q.  How do I know if a vendor or payee who we have done business with in the past is set up through PaymentWorks?

Q.  What about students and employees seeking reimbursement?

Q.  How do I set up a student/employee so they can be reimbursed?

Q.  What if my department collects vendor documents, such as a W-9, W8-BEN, supplier diversity documents, certificates of insurance, etc.?

Q.  What about foreign vendors and individuals?

Q.  What is the main change for me as a departmental employee with regard to PaymentWorks?

Q.  Can I still use the fillable or paper Vendor Information Form from the Accounts Payable home page to request a vendor to be set up?

Q.  Can I fill out the form on behalf of the vendor or individual receiving a payment?

Q.  I have vendors or individuals who do not use email, or cannot complete the onboarding process for a specified reason. What do I do in these cases?

Q.  I am the requester in PaymentWorks and send invitations to others. How can I also register as the “Payee?”

Q.  What if a vendor has questions regarding PaymentWorks?

How do I know if a vendor or payee who we have done business with in the past is set up through PaymentWorks?

You can see all onboarding vendors (invitations sent) through PaymentWorks on the Onboarding Tracker page. If an invitation is not sent, please send one.

You also have the ability search in PaymentWorks if the payee is already in SDSURF’s vendor database. After you log into PaymentWorks, click on the “Setup and Manage Supplier Portal” and then click on the “Suppliers” tab. Search for your vendor using the gray search section on the left.

What about students and employees seeking reimbursement?

Any person or business entity to receive payments through the research foundation’s Accounts Payable or Purchasing departments must go through PaymentWorks. The onboarding registration processes are customized depending on the type of payee (i.e., U.S. citizen or business, foreign individual or company, etc.).

How do I set up a student/employee so they can be reimbursed?

Please send an invitation through PaymentWorks to start the onboarding process.

What if my department collects vendor documents, such as a W-9, W8-BEN, supplier diversity documents, certificates of insurance, etc.?

Please send an invitation to the vendor through PaymentWorks. Accounts Payable will no longer accept tax forms or any other vendor documents collected by the departments. Vendors are able to complete their registration and submit their documents within the PaymentWorks onboarding process. This eliminates email as the mode to deliver important tax information and other sensitive documents from the vendor/payee.

What about foreign vendors and individuals?

Any foreign vendor or individual will also register through PaymentWorks if they are to receive payment from the research foundation. There are customized fields for each country and address format.

What is the main change for me as a departmental employee with regard to PaymentWorks?

The main change is simply to use the PaymentWorks invitation process to request new vendor information rather than using multiple fillable vendor forms for different types of vendors. PaymentWorks also empowers users and provides visibility into the onboarding process.

Can I still use the fillable or paper Vendor Information Form from the Accounts Payable home page to request a vendor to be set up?

No. PaymentWorks will completely replace the current paper-based vendor registration. Any vendor or individual who will be receiving payment from the research foundation must go through the automated onboarding process.

Can I fill out the form on behalf of the vendor or individual receiving a payment?

No. Because the onboarding process requires an email invitation for the vendor to complete and attest to their own information, it can only be done by the individual or company being onboarded.

I have vendors or individuals who do not use email, or cannot complete the onboarding process for a specified reason. What do I do in these cases?

Contact Accounts Payable at sdsurfap@sdsu.edu for guidance if you have vendors or individuals who cannot complete the vendor onboarding process for some reason.

I am the requester in PaymentWorks and send invitations to others. How can I also register as the “Payee?”

Please contact your SDSURF payment requester to provide an alternate email address for a new invitation.

What if a vendor has questions regarding PaymentWorks?

They may contact support@paymentworks.com.

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