Vendor Management

PaymentWorks is a vendor onboarding and management system utilized by Kent State University.

University Faculty and Staff	University faculty and staff must login to PaymentWorks using their Flashline credentials. A link to PaymentWorks is also available in the Employee Workflows section in Flashline. University faculty and staff are responsible for inviting their vendors to register in PaymentWorks and assisting their vendor through the process of becoming a vendor.
Vendors	Vendors are responsible for submitting an initial registration as well as maintaining and updating their profile information via PaymentWorks. Vendors can also use the system to check the status of invoices submitted to Accounts Payable for payment.

University Faculty and Staff

University faculty and staff must login to PaymentWorks using their Flashline credentials. A link to PaymentWorks is also available in the Employee Workflows section in Flashline. University faculty and staff are responsible for inviting their vendors to register in PaymentWorks and assisting their vendor through the process of becoming a vendor.

Vendors

Vendors are responsible for submitting an initial registration as well as maintaining and updating their profile information via PaymentWorks. Vendors can also use the system to check the status of invoices submitted to Accounts Payable for payment.

PaymentWorks Resources for Employees

Guides for Employees

Guide with Images
Text Only Guide
FAQs

Who must register in PaymentWorks?

Regardless of funding source, apart from the list below, all individuals and entities who are to be paid through Accounts Payable must complete the PaymentWorks onboarding process.

The following entities and individuals are exempt from the PaymentWorks onboarding process:

Current faculty, staff, and students who are being paid for something connected to their work at Kent State that cannot be submitted via Chrome River (e.g., reimbursements, travel advances, gift card advances, petty cash reimbursements, etc.)
Prospective employees and students (including student athletes) who are being reimbursed for travel expenses related to interviews or campus visits
Individuals and entities who are being sent refunds for such things as conference fees, rental space, etc.
- To clarify, a refund refers to a payment made to return funds to an individual/entity who previously paid them to the university. A reimbursement refers to a payment made by the university to an individual who incurred allowable and necessary business expenses on behalf of the university.
Individuals and entities whose payments will be charged, in full, to agency indexes
- Similar to auxiliaries, agencies (indexes that start with 8) are self-supporting or business-type enterprises, but unlike auxiliaries, agencies are technically third party to the University. The purpose of establishing Agency funds is so the third party group can benefit from University services that require an index (Procurement, Accounts Payable, etc.). The University acts as a custodian or fiscal agent for the third party organization, but the University does not have ownership over these funds.
- All payments being fully charged to an agency index will be processed as non-vendor payees. Non-vendor payees are paid by physical check only.
Individuals defined as research subjects.

Who is responsible for inviting vendors to PaymentWorks?

Each department is responsible for inviting its own vendors, ensuring that they have completed the onboarding process, and have registered the remittance address that appears on their invoices.

Payment requests that are submitted without their vendors (both existing and new) having completed the PaymentWorks onboarding process will be returned to the initiating departments.

Has my vendor completed the PaymentWorks onboarding process?

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Click on Setup and Manage Supplier Portal.
Click on the Suppliers tab.
Search for your vendor using the gray search section on the left.
How to read the search results:
- A green dot in the CONNECTED column indicates that the vendor has completed the PaymentWorks onboarding process and has registered the address shown as a remittance address.
- IMPORTANT If the remittance address shown does not match the one on the invoice, the vendor must add that address to their PaymentWorks profile. Email vendmgmt@kent.edu for assistance when this occurs.
- An empty search result or a result that lacks a green dot in the CONNECTED column indicates that the vendor has not completed the PaymentWorks onboarding process.
If your vendor has not completed the PaymentWorks onboarding process, check to see if they have been invited to register.

Has my vendor been invited to PaymentWorks?

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Click on Vendor Master Updates.
Click on the New Vendors tab. All vendors who have been invited to register with PaymentWorks in order to connect with Kent State are listed on this page.
Search for your vendor using the gray search section on the left.
If your vendor appears in the search results, they have been invited to register.
If your vendor does not appear in the search results, you must invite them.

How do I invite a vendor to PaymentWorks?

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Click on Vendor Master Updates.
Click on the New Vendors tab.
Click on the Send Invitation button that is beneath the gray search section on the left.
Complete the Invite New Vendor form with the following information:
- Company/Individual Name - Vendors include both entities and individuals.
- Contact E-mail - Vendor contact email address.
- Initiator Phone - Your phone number.
- Reason for Inviting the Supplier - Choose Product, Services, or Product and Services.
- Independent Contractor - If your vendor is an independent contractor, you must obtain approval via the HR Independent Contractor workflow before inviting them to PaymentWorks. If your vendor is not an independent contractor, you may leave this box blank.
- Description of Goods and Services - Provide a brief description of the goods and/or services that the vendor will be providing.
- Personalized Message - Enter a message that will be included on the invitation. This field is limited to 280 characters, including spaces.
Click Send.
Your invitation will first route to Accounts Payable for review, after which it will be sent to the vendor.

How do I check the status of my invitation and my vendor's registration?

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Click on Vendor Master Updates.
Search for your vendor using the gray search section on the left.
As your invitation and the vendor's registration are processed, the statuses listed in the INVITATION, VENDOR ACCOUNT, and NEW VENDOR REGISTRATION columns will change. For a full listing of the status, see the PaymentWorks Instructions - Long Version.
Once your vendor has completed the vendor onboarding process, their vendor number (Banner ID) will appear in the NEW VENDOR REGISTRATION column. At that point, you can initiate a purchase request or submit a payment request (which includes the vendor number) for that vendor.

Accounts Payable	Kent State employees should contact vendmgmt@kent.edu with vendor onboarding questions.
Procurement	Kent State employees should contact procurement@kent.edu with questions regarding vendor qualifications, bidding requirements, or purchase order requirement details.
PaymentWorks	Vendors should contact with questions regarding use of the PaymentWorks platform.

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