PaymentWorks Campus Guide

1. Process payments in a timely, accurate and consistent manner.
2. Support campus through forward-thinking actions, experience and knowledge.
3. We are approachable, transparent and communicative.
4. Our team is resilient, supportive and flexible.

PaymentWorks (PW) is a secure, online supplier management software utilized by Boise State University to collect and validate supplier information.

All suppliers being paid by the university are required to register.

1. Convenient collection of new supplier information
2. Convenient collection of updated supplier information
3. 24/7 fraud protection through continuous validation/verification checks:

• TIN/EIN/SSN based off of IRS data
• Addresses
• Banking information
• Ensures compliance with every government sanction list (SAM and OFAC)

Note: Please allow two to three weeks for the whole process to complete.

For more information please visit PaymentWorks’ website.

• When a supplier needs to be added into Bronco Hub, or updated (and not yet in PaymentWorks) campus needs to initiate an invitation.
• For a step-by step guide, refer to the Inviting Suppliers to PaymentWorks job aid.
• Best Practice: For big corporations or schools, send the invitation to their accounting department.
• Note: Boise State only allows one PaymentWorks account per TIN or business.

• Next, the Supplier Specialist reviews invitations sent by campus.
• Once approved, the supplier will receive their invitation email. You will also receive an email letting you know if it was approved/rejected.
• Invitation approvals happen every morning by 9 a.m. MST.

Common reasons for invitation rejections

The supplier is:

Already in PaymentWorks

• Action required: ask the supplier to update their existing account

A current/recently separated Boise State employee:

• Action Required: hire as a temporary employee. Or create an Independent Compensation Plan (ICP)

A current Boise State student:

• Subject to review
• Action Required: reach out to Student Financials or Payables about how best to pay the student
• Note: we are in process of developing clear directions regarding student payments

• The supplier will then create an account and complete the New Vendor Registration form.
• The onboarding process is now in the hands of the supplier.
• They start by clicking the registration link received in the invitation email, and creating an account. They will then receive some emails about starting their new vendor registration form.
• They fill out that form according to their business’ information, then submit.

• When a supplier submits their registration, it is routed to PaymentWorks to perform their validation checks.
• Depending on if there are any flags in these areas, it will increase the length of time needed to process the registration.
• Also, if the supplier is a foreign individual/entity, it will be routed to our Tax Reporting department for additional review.

• The next step is for Boise State’s Supplier Team to review the final invitation.
• Once reviewed, the information is manually entered into Bronco Hub from PaymentWorks and the registration is approved.
• Note: This step does not complete the onboarding process.

The final step in the onboarding process is the connecting of the New Vendor Registration in PaymentWorks with the supplier record in Bronco Hub.

This step is performed nightly for the registrations approved the previous day. The invitation initiator will receive an email once completed, and will receive the supplier number.

The connection is based on the supplier’s TIN number and the registration ID received on their PaymentWorks registration.

You will receive an email once the connection has been completed. Please note that the legal name is what you will search for in the Supplier Search report in Bronco Hub.

Note: Please reach out to p2p_suppliers@boisestate.edu if you do not receive the completion email within 1-2 days of registration approval. The supplier team will investigate why the connection has not been made.

1. Get a copy of the invoice from the supplier
2. Submit the invoice for payment
3. If you need additional addresses added to Bronco Hub, follow up with the supplier and have them add it to their PaymentWorks account.

• This shows all data in PaymentWorks and Bronco Hub.
• Please refer to the Supplier Search report in Bronco Hub for general supplier information.
• The “Connected” tab shows the PaymentWorks request associated with the address.

• Vendor Master Updates shows data housed by PaymentWorks only.
• This tab will bring you to where you can send invitation and view suppliers’ onboarding status.

All supplier information is linked to the supplier’s TIN. This means that all of their information gets put into the same supplier record in Bronco Hub. Thus, Boise State will only allow one PaymentWorks account for each TIN/Corporation. If a duplicate registration comes through, it will be rejected.

Exceptions:

• Divisions within State departments (ex: State of Idaho Police or Human Resource departments may have separate accounts)
• Universities within the same state system (ex: California State Universities, University of Nevada Reno or Las Vegas may have their own account)
• K-12 schools within the same district

PaymentWorks invitations that have not had registrations submitted will be canceled after six months.

Please make sure to follow up with suppliers to complete their registration.

If you are no longer in need of an invitation, please reach out to p2p_suppliers@boisestate.edu and let them know to cancel the invitation. Make sure to provide the supplier’s name and email address on the invitation.

If a supplier is having trouble with their registration, and the six month timeframe is nearing, please let our Supplier Team know. We are happy to provide suppliers assistance in completing the registration. Note that we do not have the ability to see what is unfinished in a registration form.

• Initiate the invitation before the supplier provides goods or services.
• Send the PaymentWorks invitation to the supplier’s Accounting department when dealing with universities and large corporations.
• Please reach out to the Supplier Team to cancel invitations you no longer need.
• Email your supplier to let them know that the invitation is coming. They may ignore it thinking it is fraud, or it could be sent to their spam box.
• Follow up with suppliers who haven’t submitted their registration within three business days.

If you are going to be paying an individual/sole proprietor or single-member LLC…

1. Complete the IRS Classification Request form
2. Accounts Payable will perform the pre-check to determine whether to proceed as an IC or employee for hire
3. Campus invites new IC to complete PaymentWorks, if not already completed
4. Campus provides Accounts Payable with supplier number and draft of the Contract for Services (CFS) or Local Engagement Agreement (LEA)
5. AP will complete the classification and provide information for processing final payment
6. Campus gathers signatures for LEA or CFS
7. Complete purchase requisition as soon as the service is completed

For more information, please visit our IC process page or visit our IC resources page.

Paying foreign visitors and suppliers requires advance planning, supplementary documentation and additional administrative review to comply with Internal Revenue Service and U.S. Immigration rules.

If you plan to make payments to foreign individuals or suppliers, please review the Procedures for Paying International Visitors and Vendors.

International Student Travel Form

Foreign Source Statement (soon to be added to the PaymentWorks Registration and our website).

Please contact taxreporting@boisestate.edu, if you have any questions.

Procurement and Vendor Services Website

Inviting Suppliers to PaymentWorks Job Aid

PaymentWorks Help Center

PaymentWorks Support Tickets

Note: Our team works in PaymentWorks on a daily basis, and can answer common user questions. However, for technical assistance please submit a support ticket here and PaymentWorks’ support team will assist you.

Email:

p2p_suppliers@boisestate.edu for general PaymentWorks/supplier information

p2p_icclassifications@boisestate.edu for independent contractor/1099 information

taxreporting@boisestate.edu for any tax information

Call: (208) 426-3434 (general AP phone contact)

P2P Office Hours:

Every other Wednesdays from 9:30 to 10 a.m.

Every other Thursdays from 3 to 3:30 p.m.