Vendor Management is responsible for creating, updating and verifying suppliers while adhering to the policies and procedures set forth by the University. Our new supplier portal, PaymentWorks, automates the vendor onboarding and update process.
UTD Suppliers should refer to Supplier Self-Service for additional information about PaymentWorks.
Before submitting a request for a new supplier, you should check on whether the supplier already exists within the system and their current status.
The Supplier Search in eProcurement – Quick Guide 
outlines how to search for a supplier and interpret the results.
Inactive suppliers
A supplier can be inactive for a number of reasons:
If the supplier is inactive, please email vendors@utdallas.edu so that we may help determine why the supplier was inactive and advise on the next steps.
Supplier Naming Standards
The formatting of supplier names indicates whether the supplier is an employee, student or external supplier. Non-employees are listed with the first name first and in mixed cases as shown below. Employees are in mixed cases with the last name first. External suppliers are always done in all caps.
| Type | Example |
|---|---|
| Student (non-employee) | John Smith |
| Supplier (W9, W8BEN, W8BENE) | JOHN SMITH |
| Employee | Smith, John |
Below is the procedure for the supplier setup process.
Below is a listing of documents and information needed for each supplier type
| Supplier Request Type (Domestic or Foreign) | Required Documentation & Information | Requisition / Form Type |
|---|---|---|
| True Vendor | – Quote/Business Justification – Export submitted document in eProcurement and attach |
Non-catalog requisition OR Catalog requisition |
| Independent Contractor | – Quote/Business Justification – Export submitted document in eProcurement and attach |
Independent Contractor requisition |
| Reimbursement | – Export submitted document in eProcurement and attach | Request for Check |
| Student (Non-Reimbursement Requests) | – Email correspondence from Financial Aid (fascholarships@utdallas.edu) noting student payment can be processed through eProcurement – Export submitted document in eProcurement and attach |
Independent Contractor requisition |
Training Materials:
Why do existing suppliers need to join PaymentWorks if they are already in our system?
This will allow the existing suppliers to make updates to their information on their own through the PaymentWorks supplier portal. It will also allow them to view invoice information related to payments to that particular supplier.
How will I know when the supplier is connected?
The initiator will receive an email from PaymentWorks titled ‘Payee Onboarding Complete’ when a vendor number has been assigned and the integration process has completed. The initiator will also be able to see the supplier status as complete along with the supplier ID on the onboarding screen as shown below.
PaymentWorks does not allow multiple invitations to be sent to a single email address. A previous invite attempt may have been made to the email address being used.
My supplier did not receive the invite.
Please verify that the payee has checked their spam folder and that the invitation status for the supplier in question shows as ‘Sent’. The initiator will also receive an email titled ‘Payee Invitation Approved’ when the invitation is sent to the supplier.
If your payee did not find the invitation in spam and the status does show as ‘Sent’, you can resend an invitation. To resend invitation:
I entered the wrong email address on my invitation.
Departments can correct and re-send invitations with the following invitation statuses: Sent, Delivered, Not Deliverable. To re-send invitation with the correct email address:
I have not received my vendor number (VID).
The supplier ID is noted on the onboarding page once the payee has been approved and sent to PeopleSoft. The initiator will also receive an email titled ‘Payee Onboarding Complete’ that will provide the supplier ID.
