PaymentWorks

Suppliers Who Do Not Need a PaymentWorks Account

The following supplier types should not be invited through PaymentWorks:

• Current employees or students receiving reimbursements
• Individuals or entities receiving only a refund from the University

All other suppliers must complete registration through PaymentWorks prior to doing business with the University.

Inviting a Supplier

Step 1: Submit the Vendor Invitation Request Form

Departments must complete the Vendor Invitation Request Form and email it to AP@WesternU.edu for review.

The Vendor Invitation Request Form is used to:

• Confirm whether the supplier already exists in the University’s system
• Collect background information about the supplier and the nature of the goods or services
• Ensure the supplier is routed through the appropriate onboarding and compliance review process

Providing complete and accurate information helps ensure the vendor record is created correctly and assigned the appropriate tax classification.

Step 2: Accounts Payable Sends the Invitation
Once the Vendor Invitation Request Form is reviewed and approved, Accounts Payable sends the PaymentWorks invitation directly to the supplier.

The invitation is sent from invitations@paymentworks.com and includes a secure, unique registration link that should not be forwarded or shared.

Step 3: Supplier Completes Registration
The supplier completes registration in PaymentWorks by entering required business, tax, and banking information. PaymentWorks securely stores this information and allows vendors to maintain it directly.

Step 4: Confirmation and Vendor Setup
Once registration is complete, PaymentWorks notifies Accounts Payable, and the vendor record is created or updated in the University’s financial system.

Information Required on the Vendor Invitation Request Form

Departments must provide the following:

• Company or Individual Name
• Contact Email Address
• Description of Goods or Services
• Department Contact Name and Email
• Department Name
• Phone Number
• Reason for Inviting the Supplier

Providing accurate information ensures the vendor record is created correctly, and the appropriate tax classification is applied.
Example Messages to Include in an Invitation

Departments may include a short personalized message explaining the purpose of the request.

Examples include:

“Please complete this registration form through PaymentWorks so that Accounts Payable can process payment for your consulting services with the College of Veterinary Medicine.”
“Please complete this registration form through PaymentWorks so that the University may issue payment for your guest lecture engagement with the College of Pharmacy.”