PaymentWorks Supplier Guide

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.

It provides…

• Convenient collection of supplier information
• Convenient updating of supplier information
• 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

For more information please visit PaymentWorks’ website.

Please allow 2-3 weeks for this process to complete.

Boise State will first send you an invitation.

Individuals/Corporations create an account.

The account holder will fill out the New Vendor Registration Form and submit.

Once the form is submitted, it is routed to PaymentWorks to perform their validation process.

Boise State’s Supplier Team then approves/processes the registration.

When campus sends the PaymentWorks invitation, you will receive a New Vendor Registration email. This will take you to PaymentWorks’ website to create an account and complete the registration form.

Best Practice: For big corporations or schools, send the invitation to your accounting department.

Note: Boise State only allows ONE PaymentWorks account per TIN or business!

The links in the email will lead you to create an account. After your account is created, you will receive an email to verify your email address.

When logging into your account, you should see a notification from the university to submit and fill out a New Vendor Registration form.

Note: if you already have an account, you will need to submit the registration form again.

Best practice: For corporations, set up using a generic email address. That way your company will always have access to the account.

Now it’s time to fill out the form with your, or your organization’s, information.

For step-by-step guides on how to fill out the New Vendor Registration form, please refer to our website:

US Individuals

US Corporations

Foreign Individuals

Foreign Corporations

Make sure to hit Submit at the end of the form.

Submission of the New Vendor Registration form initiates the process for validating/verifying your information.

PaymentWorks will first perform TIN, address, bank account, and sanctions checks. If they see an issue, they will return the registration with a message on what to fix.

Important note for Wire/ACH payments:

We encourage all suppliers to sign up for direct deposit (EFT/ACH) payments due to the shorter time to payment.

PaymentWorks will be giving you a call to verify your account. If you did not answer the call, they will leave a message. Please give them a call back so that we can completely verify your information.

Note: Foreign suppliers must choose wire if they do not have a United States bank account or remittance address.

PaymentWorks will then push your registration to Boise State’s Supplier Team for final approval. PaymentWorks will include invalid information, or high-risk notes, which our team takes into consideration when reviewing your registration.

Once your registration is approved, our team will manually enter in your information into our Oracle system.

PaymentWorks will notify the Boise State employee who initiated your invitation that they can proceed with our invoice payment process.

Next Steps:

Sending your Invoice to your Boise State contact, or to p2p_suppliers@boisestate.edu

Keeping your PaymentWorks account up to date

• Issues with W8/W9 forms
• Wrong payment method chosen (only foreign suppliers)
• Double checking information is accurate
• Wrong banking validation files

PaymentWorks, Tax Reporting, or the Supplier Team will communicate with the you as to what was wrong with the registration and how to fix it.

If you are having your registration returned by PaymentWorks repeatedly, please submit a support ticket so that their team can assist.

• You, or your company, are already registered in PaymentWorks with Boise State
• You are either
  • A current Boise State student
  • A current Boise State employee
  • A recently separated Boise State employee (within 18-24 months)
• Government sanction report alerts
• High-risk information in your registration
• Conflicts of interest is present
  • It is university and Idaho State Board of Education policy to disclose any conflicts of interest

To ensure timely and accurate payments, it is the account holder’s responsibility to keep your PaymentWorks account up to date.

It is also the account holder’s responsibility to provide correct information in their account.

For common update instructions, please visit our website or visit PaymentWorks’ Help Center.

For all suppliers:

• Save your username and password
• If you have multiple remittance addresses, label them by putting the department in the first address line
• Upload a new W8/9 once a year
• Keep your account up to date

For Corporations:

• Create your PaymentWorks account under a generic business email. This way if an employee leaves your organization, you will always have access to your account
• Have your Accounting department fill out the PaymentWorks registration form. This way one small department in your organization is not responsible for the account for your whole company

Boise State will only allow one PaymentWorks account for each TIN/Corporation. If a duplicate registration comes through, it will be rejected.

This allows our supplier team to accurately assess the business and the changes that they are making to their account.

To avoid this please have the department you are working with send your invitation to your accounting department.

Exceptions:

• Divisions within State departments (ex: State of Idaho Police or HR may have separate accounts)
• Universities with multiple “sub-universities” (ex: California State Universities, University of Nevada Reno or Las Vegas)
• K-12 schools within the same district

PaymentWorks invitations that have not had registrations submitted will be canceled after 6 months.

Please make sure to submit your registration. However, if you are having issues with your registration, please contact p2p_suppliers@boisestate.edu so we know not to cancel your registration.

Procurement and Vendor Services Website

PaymentWorks Help Center

PaymentWorks Support Tickets

Email:

p2p_suppliers@boisestate.edu for general PaymentWorks/supplier information

p2p_icclassifications@boisestate.edu for independent contractor/1099 information

Call: (208) 426-3434