Logins to PaymentWorks

• FACULTY AND STAFF LOGIN TO PAYMENTWORKS
  
  MyRF users will have access to PaymentWorks. If you currently do not have access to MyRF, please reach out to your department or project coordinator to get access to MyRF.


• VENDOR LOGIN TO PAYMENTWORKS

What is PaymentWorks?
What are the benefits to PaymentWorks?
Who must register in PaymentWorks?
Who is responsible for inviting payees or vendors?
How to use PaymentWorks

• Overview and Training Session (recording, 6/8/2023)
• Overview and Training Session (PDF)
• How to Send an Invitation to a Payee or Vendor
• How to Manage Sender (Initiator) Email Notifications
• What Will My Payee See?
• Checking Invitation and Vendor Registration Status

• New Vendor Registration Walkthrough – US Payee (PDF Format, 1,052KB)*
• New Vendor Registration Walkthrough – Foreign National Individual (PDF Format, 1,348KB)*
• New Vendor Registration Walkthrough – Foreign National Entity (PDF Format, 1,756KB)*
• How to register after receiving invitation
• How to add or edit remittance addresses and bank account information
• How to add or update my banking (direct deposit) information
• What if my tax ID has changed?

• FAQ for Payees or Vendors
• FAQ for Payers or Senders

What is PaymentWorks?

PaymentWorks is a vendor onboarding and management system that allows projects and departments to invite businesses and individuals to complete an online onboarding process and become SDSU Research Foundation vendors. The vendors 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 SDSURF vendors.

Vendors are responsible for maintaining and updating their profile information via PaymentWorks.

Projects and department staff with MyRF access can log in to PaymentWorks using their SDSU credentials.

What are the benefits to PaymentWorks?

Eliminates Payment Fraud

• Secure electronic repository for collection of vendor documents
• Verification of identity of the payee along with their banking information

Ensures Compliance

• Validation of tax identification numbers (TINs)
• Identity verification on tax ID information, address and monitoring of government sanction lists

Registration Tracking

• Projects and departments are able to access and track new vendor registrations and statuses for their payees in the platform
• Initiator and payees are both notified by email once onboarding has been completed

Streamlined Registration Process

• Eliminates several forms that payees have to complete prior to being onboarded
• Applicable to domestic and foreign payees
• Move from a manual process to an automated process verifying sanctions and performing other compliance checks

Account Management

• Allows payees to easily manage their account profile online, such as changes and updates to addresses, tax identification number (TIN), payment method, and banking information
• Enables the payee to use their core account profile with other clients or universities who utilize the PaymentWorks platform (one account servicing multiple PaymentWorks customers)
• Track payment status in the platform

Who must register in PaymentWorks?

All individuals and entities who are paid through Accounts Payable must complete the PaymentWorks onboarding process. Existing and current SDSURF vendors are not required to onboard with PaymentWorks unless vendor information updates, such banking or remit address, are needed.

Who is responsible for inviting payees/vendors to PaymentWorks?

Each project or department is responsible for inviting its own payees/vendors ensuring that they have completed the onboarding process.

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.

As of August 1, 2023, disbursement requests that are submitted without their vendors having completed the PaymentWorks onboarding process will be returned to the initiating departments.

How to use PaymentWorks

Overview and Training Session (recording, 6/8/2023)

Overview and Training Session (PDF)

To Log In to PaymentWorks

How to Send an Invitation to a Payee or Vendor
How to Manage Sender (Initiator) Email Notifications
What Will My Payee See?
Checking Invitation and Vendor Registration Status

How to Send an Invitation to a Payee or Vendor

Instructions below or watch How to send an Invitation to a Payee or Vendor video:

1. Login to PaymentWorks.
2. Click on Vendor Master Updates.
3. Click on the New Vendors tab.
4. Click on the Send Invitation button that is beneath the gray search section on the left.
5. Complete the Invite New Vendor form with the following information:
   1. Company/Individual Name - Vendors include both entities and individuals.
   2. Contact E-mail - Vendor contact email address.
   3. Initiator Contact Information - Name, email address, department,and phone number
   4. Reason for Inviting the Payee/Vendor - Choose Product, Services, or Product and Services.
   5. Description of Goods and Services - Provide a brief description of the goods and/or services that the vendor will be providing.
   6. Personalized Message (Optional) - Enter a message that will be included on the invitation. This field is limited to 280 characters, including spaces.
6. Click Send.

How to Manage Sender (Initiator) Email Notifications

As the sender, you will receive email notifications when payees that you invite reach specific events in the onboarding process. By default, all senders will receive all notifications for all payees that they invite. Only the user who initiated the invitation receives notifications.

PaymentWorks recommends that users keep all notifications enabled and utilize an email filter to avoid missing notifications. If a user does not wish to receive notifications for one or more of the notification events, then the user can change the notifications that they receive on the Manage Notifications page of their account. Instructions below:

To change the notification settings, the user clicks on the “Edit” button on the bottom right, unselects any undesired notifications, and then clicks the “Save” button on the bottom right. Each of the notification events can be configured separately.

What Will My Payee See?

A payee walkthrough guide is provided here. If your payee or vendor has any questions about the onboarding process, please have them open a support ticket with PaymentWorks by filling out the webform.

Checking Invitation and Vendor Registration Status

1. Login to PaymentWorks.
2. Click on Vendor Master Updates.
3. On the “New Vendors” tab, select “Onboarding Tracker” from the “Show” dropdown menu on the upper left of the screen.
4. Search for your vendor using the gray search section on the left.
5. As your invitation and the vendor's registration are processed, the statuses listed in the Onboarding Tracker will change. For a full listing of the status, click PaymentWorks KBA here.
   The Onboarding Tracker displays current, previous, and future onboarding steps in chronological order with timestamps and additional details, such as:
   
   1. Where a payee is in the onboarding process
   2. How long an onboarding has been in the current status
   3. The message sent to the payee when their New Vendor Registration was returned
   4. Name and email address of the user who approved or rejected a registration
   5. Which steps remain until the onboarding is complete
6. Once your vendor has completed the vendor onboarding process, their vendor ID will appear under the sixth circle ‘Onboarding Complete’. At that point, you can initiate a purchase request or submit a payment request (which includes the vendor ID) for that vendor.

Instruction Guides for Vendors

New Vendor Registration Walkthrough – US Payee (PDF Format, 1,052KB)*

New Vendor Registration Walkthrough – Foreign National Individual (PDF Format, 1,348KB)*

New Vendor Registration Walkthrough – Foreign National Entity (PDF Format, 1,756KB)*

How to add or edit remittance addresses and bank account information
How to add or update my banking (direct deposit) information?
What if my tax ID has changed?

How to register after receiving invitation

Step 1: The Payee Receives the Invitation

As the payee, you will receive a PaymentWorks invitation, similar to the screenshot below. This message contains a special link for you to click to begin the process.

Step 2: Joining PaymentWorks

When the payee (you) clicks the link, you will be directed to a screen that invites you to join PaymentWorks (screenshot below). If you are new to PaymentWorks, you will click the Join Now button to create your PaymentWorks account. If you have an existing account on PaymentWorks, you will click the Click here to login link and enter your login information for your existing account. After logging, you will be directed to the account creation page.

After creating a PaymentWorks account, you will receive an email asking to confirm the validity of the email you provided. Once you click the Verify Your Email link, as shown in the screenshot below, they will be able to log into your PaymentWorks account. An account is not activated until the email is verified. In addition, once the email and account are verified, no one else will be able to respond to that invitation.

Step 3: The New Vendor Registration Form

After you have joined PaymentWorks and verified your email address, you will be brought to SDSURF’s New Vendor Registration form. As the payee, you will provide your address, your tax information such as EIN (for businesses), SSN (for individuals), Foreign Tax ID (for foreign businesses or foreign individuals), as well as a W-9 form (or W-8 for foreign payees).

If you have already submitted a New Vendor Registration form for another PaymentWorks customer, the form will be pre-populated with your existing information.

SDSURF payees or vendors are encouraged to submit bank account information to enable electronic or direct deposit payments. Direct deposit payments are required for SDSU or SDSURF employees and students.

Step 4: Approval of the New Vendor Registration Form

Once you have submitted the registration form, SDSURF Accounts Payable department will review and approve the submission. After approval, you will be assigned a vendor number or ID (if new) or connected to an existing vendor ID. PaymentWorks will notify you of your approval and vendor ID via email.

How to add or update remittance addresses

If you would like to change your remittance address please follow the instructions below. Note: if you have moved permanently, please change BOTH addresses to ensure your tax forms are sent to the correct address in January.

Part 1 – Remittance Address Update (Where your physical checks are sent)

1. Log into PaymentWorks at https://www.paymentworks.com/accounts/login/

2. Click Company Profile in the top right corner

3. Click Remittance Addresses on the left menu bar

4a. If updating the current address listed, click Edit (pencil icon) and update the address as needed.

4b. If you need to provide an additional remittance address to SDSURF, click "Create New Address". For most customers, you will see a "Share With Customers" screen where you can select the customer(s) who should be provided with the new address. If you do not see the intended customer, please contact PaymentWorks Support for further assistance.

5. Click Save to finalize the changes

Part 2 - Primary Address / Corporate Address Update (Where your tax forms (1099 or 1042) are sent)

1. Log into PaymentWorks at https://www.paymentworks.com/accounts/login/

2. Click Company Profile in the top right corner

3. Click Marketing Information on the left menu bar

4. Click Edit and update the address as needed

5. Click Save to finalize the changes

How to add or update banking (direct deposit) information?

Please note that direct deposit (also known as Electronic Funds Transfer or ACH) is only available for US banks.

Part 1 – To add bank account information

1. Log into PaymentWorks at https://www.paymentworks.com/accounts/login/

2. Click Company Profile in the top right corner

3. Click Bank Accounts on the left menu bar and click “Add Account”

4a. If updating the current address listed, click Edit (pencil icon) and update the address as needed.

4b. If you need to provide an additional remittance address to your SDSURF, click "Create New Address". For most customers, you will see a "Share With Customers" screen where you can select the customer(s) who should be provided with the new address. If you do not see the intended customer, please contact PaymentWorks Support for further assistance.

5. Click Save to finalize the changes

What if my tax ID has changed?

If you will be doing business under a tax identification number other than what was provided when you onboarded with SDSURF, a new PaymentWorks profile will need to be created. A new vendor registration must be submitted under each tax identification number in order to continue doing business with SDSURF.

To register under a new profile, reach out to your point of contact at SDSURF and ask them to send a new vendor invitation.

1. Explain to your point of contact that you are doing business under a different tax identification number


2. The invitation must be sent to a different email address than what was used to onboard with SDSURF previously


3. If you do not have a point of contact at SDSURF, send your request to Accounts Payable at sdsurfap@sdsu.edu

FAQs

FAQs for Payees or Vendors
FAQs for Payers or Senders

Contact

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