Vendor Onboarding

Procedure

Following UCLA’s three-step onboarding procedure is critical for efficient and timely processing. This page is your go-to resource for successfully welcoming your new vendor to the Bruin family.

STEP 1: Vendor Registration

To begin the registration process, departments must invite a vendor via PaymentWorks, UCLA’s vendor management tool. Requisitions and Purchase Orders cannot be created until this step is completed. Access our Vendor Registration page for comprehensive training materials.

UCLA is transitioning to a new procurement system effective October 16, 2023. At that time, unregistered vendors will be unable to do business with the University until PaymentWorks registration takes place.

UCLA's Vendor Management team oversees this step of the onboarding process. Vendor registration is not complete until the vendor receives their vendor ID/number (i.e., Vendor Control Key (VCK)) from Vendor Management.

STEP 2: Payment Method Selection

UCLA offers various payment methods for its vendors: Virtual Credit Card, ACH, Zelle, Wire, and Check. Vendors will not receive any payments until they have successfully set up their payment method. Review our Payment Methods page for guidance on the appropriate method(s) for each vendor type.

UCLA's Accounts Payable team oversees this step of the onboarding process. Certain payment methods can slow down vendor onboarding, which can delay orders, payments, and more.

STEP 3: Electronic Invoicing Setup

After the PaymentWorks registration is complete, the vendor can enroll with Transcepta, UCLA’s electronic invoicing submission platform. Head over to our Electronic Invoicing page for registration instructions and additional information.

UCLA's Accounts Payable team oversees this step of the onboarding process.