Business Services Office, Student Life & Leadership, UC Irvine

PaymentWorks: New Vendor Onboarding System

Section 1

Purpose:

UCI’s new vendor onboarding system, PaymentWorks, is now live and ready for use. PaymentWorks is an easy-to-use web portal that allows campus organizations to invite businesses and individuals to complete an online onboarding process and become UCI vendors. Suppliers submit their identity and ACH banking information through the secure PaymentWorks website, where it is automatically verified against third-party data sources. PaymentWorks is accessible from ZotPortal. Look for the “Vendor Onboarding (PaymentWorks)” link in the Accounts Payable or Purchasing portlets.  

 

Decommissioning of KVO (Current Onboarding System)

Campus organizations should stop using the Kuali Vendor Onboarding system. KVO will remain available for pending and previously-sent onboarding requests to vendors. However, no new vendor requests may be processed in KVO now that the campus has transitioned to PaymentWorks.

 

Instruction: (Learn to Use PaymentWorks)

Interested in learning more about how to invite vendors to onboard with PaymentWorks? A recording of the most recent PaymentWorks initiator training is now available. Instructions and information are also available on the Vendor Onboarding website.

Vendor look-up please follow this link:  https://www.accounting.uci.edu/ap/kvo/searching-kfs.html

Things to Know:

How to Pay a Vendor - On the Website under ‘Requesting to Invite a Vendor in PaymentWorks’, before you onboard/invite a Vendor, you will need to determine how to pay them… whether your vendor should be onboarded/invited as a Disbursement (DV) Voucher or Purchase Order (PO) vendor.  For more info about how to pay a vendor, please go to and read the following link  (https://accounting.uci.edu/vendor-onboarding/inviting-vendors.html).

DO Not submit a BSO form without a Vendor Number.

The Invoice attached to the BSO form must match the PaymentWorks OnBoarded information. If the invoice is at all different/changed from the OnBoarded information, the vendor must update it in PaymentWorks.

Students do not need to be OnBoarded, but Student ID Number(s) is/are required.

 

Resources:

For more information about PaymentWorks again, see the Vendor Onboarding website.

If you have any questions, please contact the UCI Vendor Coordinator at vendor-coordinator@uci.edu.