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 Opens in a new tab. outlines how to search for a supplier and interpret the results.

Inactive suppliers

A supplier can be inactive for a number of reasons:

  • The supplier was Inactivated after 2 years of no activity.
  • The supplier is on hold with a list that UTD monitors.
    • State Hold on Suppliers
      • The State of Texas puts suppliers on hold and it will make the supplier inactive until the vendor resolves their issues with State Comptroller. Texas Government Code 403.055 prohibits a state agency from issuing payment to an individual or business that is indebted to the State of Texas. Once the University is aware the Taxpayer ID Number (TIN) is on “payment hold” status at the State Comptroller’s office, UT Dallas as a state agency is unable to complete the order until the vendor is no longer on hold. The supplier will need to contact the State Comptroller’s Office at (800) 531-5441 ext. 34561 for further details on the hold status. When the matter has been resolved, UT Dallas can continue business as usual.
  • The supplier does not accept purchase orders.
  • The supplier is determined to not meet processing qualifications or are no longer needed as a vendor.

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.

This table shows how specific types of suppliers appear in eProcurement.
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.

  1. The department should check within eProcurement to see if their supplier already exists or is currently inactive. 
  2. The department submits the appropriate form/requisition in eProcurement with ‘New Vendor Needed’ added as the supplier.  ‘New Vendor Needed’ is available for use on all form/requisition types in eProcurement.  Please refer to eProcurement Resources for more information on the correct form/requisition to use.
  3. The department exports the requisition into a document.
  4. The department submits an invitation in PaymentWorks with the documents shown in the table below attached. 
  5. The department monitors email communications sent by PaymentWorks to track and facilitate the onboarding process.   
  6. Comment on the submitted requisition noting the provided vendor ID # sent in the final email communication from PaymentWorks (Email Title: Payee Onboarding Complete). Tag the buyer, if assigned to the requisition, with your comment.

Below is a listing of documents and information needed for each supplier type

This table shows documentation requirements for different classes of suppliers.
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:

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.

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.

Screen shot highlighting new vendor registration and completion status in PaymentWorks

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.

Screen shot highlighting error message in PaymentWorks

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.

Screen shot highlighting invitation status in PaymentWorks

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:

  • Click the status in the Invitation column.
  • At the bottom of the Invitation Details screen click “Resend Invitation” button.

Screen shot highlighting Resend Invitation button in PaymentWorks

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:

  • Click on the invitation status.
  • Then click on the ‘Resend Invitation’ button.
  • Enter correct email address under ‘Contact E-Mail’
  • Click on the “Send” button when finished.

Screen shot highlighting Resend Invitation button in PaymentWorks

Screen shot highlighting the contact email address in "Resend New Vendor Invitation" screen.

 

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.

Screen shot highlighting New Vendor Registration Status in PaymentWorks

  1. Click on the invitation status.
  2. Then you will want to click on the “Cancel Reminders” button.
  3. A confirmation screen will appear, click on the “OK” button.

Screen shot highlighting "Cancel reminders" in PaymentWorks

Screen shot of confirmation window in PaymentWorks