Vendor Registration FAQs

General 

• Is PaymentWorks used for one-time payees and reimbursements? 
• One-time payees and reimbursements have separate processes. To learn more:

  •  Review our One-Time Payee page
  •  Access our Reimbursement Request: Guidelines and Procedures document

• Is PaymentWorks just for onboarding new vendors?

• No, PaymentWorks is also for existing vendors. You should invite an existing vendor if they want to make a change to their current information or need to be reactivated. 

  Change Examples:

  •  New insurance certificate
  •  Updated remittance address
  •  Modified banking information

• Is PaymentWorks a secure method of collecting vendor information (e.g., PII, banking details, etc.)? 
• Yes, PaymentWorks is secure and should be used to collect vendor information, including PII and banking details. 
• Is there a fee for the vendor to register in PaymentWorks?

• There is no cost to the vendor to use PaymentWorks. 

• Can I register on behalf of the vendor? 
• No, you cannot register or update information in PaymentWorks on behalf of the vendor. Additionally, you are only able to see whether a vendor has registered – you cannot view any of the details the vendor submitted to the system. 

Process

• After I initiate the invitation to the vendor, what happens next?
• You can log into PaymentWorks and track the progress of the vendor onboarding. Check out our Tracking Onboarding training materials for additional information!
• Can the vendor start their registration, “save and exit,” and then log into PaymentWorks later to complete their registration?
• Yes, the vendor can start their registration, save their progress, and then exit. The vendor cannot submit their registration until all required information is provided. 
• How long will it take to set up a vendor using PaymentWorks? 
• The entire process typically takes two to four weeks. 
• Can I see what the vendors see when they register in PaymentWorks?

• Yes! Check out the Preview My Organization's Registration Form article for instructions.
  
  Our U.S. Company and Foreign Individual PaymentWorks demos also provide insight into the vendor registration experience.  

Troubleshooting & Help

• How does the vendor enter their International Bank Account Number (IBAN) in PaymentWorks?
• The International Bank Account Number (IBAN) in PaymentWorks article outlines how to enter this information. 
• The vendor is not a U.S. citizen, but they are a Permanent Resident. What should they select for Country of Citizenship?
• Because this information is used for tax purposes, please have the vendor select United States.
• My vendor is receiving the error SSN Already in Use. What should they do?
• Please share the SSN Already in Use article with the vendor. This will walk them through the next steps.
• Can I cancel an invitation to a vendor?
• Our Vendor Registration Training page outlines what to do if a vendor invitation is no longer needed.