TSS - Suppliers/Payees Setup

Suppliers/Payees Setup

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First Published  :Fri Dec 07 19:40:48 GMT 2018
Last Modified  :Mon Apr 08 12:47:00 GMT 2019
Last Published  :Mon Apr 08 12:47:00 GMT 2019
Summary : 


Primary Information

    In order to make a payment or place an order with a supplier, the individual/company must first be added to PeopleSoft Finance system.

    Verifying Whether a Supplier/Individual exists in PeopleSoft
    Before you can create an eREq, you need to be sure a supplier exists in PeopleSoft. To verify whether a supplier exists in the system, check eREQ PO suppliers or contact tss@tufts.edu.
    Before you can request payment to an individual via a Student/Guest Travel or Business Reimbursement or via check voucher, please send an invitation to the individual via PaymentWorks unless you know they already exist. If you do not know, call TSS, or proceed with sending an Invite anyway. 

    Adding a New Supplier/Individual

    Starting December 17 2018 Tufts University has collaborated with PaymentWorks to streamline the process of creating new suppliers (vendors, students, or individuals) paid through Accounts Payable. Benefits of the online onboarding process include: suppliers ability to provide their own tax documentation, check payment status on open and paid invoices and make updates to their company/personal profile. Through the PaymentWorks platform, the process of inviting a supplier to enroll is as simple as sending an email. This new automated process will provide complete transparency from invitation through supplier creation in PeopleSoft saving time for all parties involved.
    The appropriate forms will be automatically be generated in PaymentWorks according to the Supplier Type  (US Citizen, US Company, or Resident Alien will be a W9; International Individual will be a W8BEN; International Company will be W8BEN-E.  Note that the Alien Payment Form, if applicable, will not be submitted through PaymentWorks, but rather will still be submitted as a paper form at the time the Check Voucher is submitted.

    Click here for a link to PaymentWorks

    Click here to see the Initiator Guide for the instructions on how to invite a supplier through PaymentWorks.

    Click here for Reimbursement/Student Enrollment Guide
    (to complete in order to be paid)
    Click here for Frequently Asked Questions
    Departments can contact PaymentWorks directly by emailing them at support@paymentworks.com.   

    Modifying a Supplier

    Suppliers that are Registered with PaymentWorks
    If the supplier registered with Tufts through PaymentWorks, the supplier can update their information in PaymentWorks. All updates will feed PeopleSoft after a review from the AP department.

    Suppliers that are Not Registered with PaymentWorks
    Address, Email Address, Bank Account or Form of Payment 
    If the vendor was entered prior to the implementation of PaymentWorks (12/17/18) and this information needs to be modified, the Supplier Change Form must be completed and returned to TSS. Contact TSS to obtain the form.
     Supplier Name/Tax ID or Status change

    If the Supplier/Individual has a name or tax id change a new form (W9 or W-8BEN-E ) is required.  Please see above “Adding a new Supplier” for guidance on which form(s) need to be filled out by the Supplier along with the Vendor Change Form. Contact TSS for the applicable forms.

    If a Supplier is already registered in PaymentWorks for business with another School/Company that uses PaymentWorks, you will still send the Invitation and the Supplier will have to fill out limited information that is specific to Tufts, but will not have to complete the entire registration process again.

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