PaymentWorks: New Way to Onboard Suppliers Coming in 2025

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PaymentWorks will be a new supplier portal for streamlining the supplier onboarding process. Implementation is tentatively set for March 2025.

What is PaymentWorks?

  • New way to add supplier/edit supplier records in Aggie Enterprise.
  • UC Davis departments will no longer need to process supplier requests in Aggie Enterprise!
  • Supplier will complete all required information online, and that information will then feed into Aggie Enterprise.
  • Same supplier numbers in use currently will still be used.

What will PaymentWorks Do?

  • For Suppliers: PaymentWorks will allow suppliers to enter and update their information in real-time.
  • For Departments: PaymentWorks will allow departments to invite suppliers to enter/update their record and see the real-time status of the supplier record as it moves toward a completed supplier record in Aggie Enterprise. 

Why is PaymentWorks Being Implemented? 

Supplier (vendor) records management is becoming increasingly complex, and the new system will assist in ensuring that the university is compliant with applicable laws/regulations .  The process will include ACH (Automated Clearinghouse) fraud indemnification that can help protect the University from ACH fraud, prevalent in today’s world of payments.

UC Davis adds more than 10K supplier records annually which, added to regular record updates, is a significant workload, causing purchasing/payment delays for campus.  

How will PaymentWorks Improve the Process?

  • Significantly reduce the chances of erroneous or duplicate records.
  • Provide easier searching and transaction tracking.
  • Allow for better management and security of sensitive data (including tax IDs).

What’s Changing?

There will be a new online web interface for suppliers to upload and update their records (supplier onboarding). Instead of departments entering the supplier information on an Aggie Enterprise supplier request, the suppliers will be able to interface directly with PaymentWorks, and that information will then feed into Aggie Enterprise.

What’s NOT Changing? 

Supplier (Vendor) records will still reside in Aggie Enterprise. Aggie Enterprise will still be the system of record for the data. Departments will continue to cite the same vendor #s when processing Aggie Enterprise documents. 

How will it Work?

  1. Department fills out an invite in PaymentWorks that sends an email message to the supplier.
  2. The supplier will complete the online enrollment form and the system will automatically use that information to populate their W-9.
  3. The online enrollment form will automatically route to our Supplier Services Desk for review.
  4. Once it has been reviewed by the Supplier Services Desk, the applicable supplier record or update will then appear in Aggie Enterprise.

How Can I Stay Updated?

There are several ways to stay up-to-date:

  • Bookmark this informational page—updates will be posted here.
  • Make sure you are signed up for the procure-info email list. We'll be sending regular updates to that list. 
  • Informational forums will be scheduled in early calendar year 2025 and provide an overview of the new process.