PaymentWorks: Portal to Onboard Suppliers in Aggie Enterprise

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PaymentWorks is the supplier portal for streamlining the supplier onboarding process in Aggie Enterprise.

PaymentWorks is LIVE!  See guides:

View the recording of the February 2025 PaymentWorks presentation.

Also, see the slides from the February 2025 presentation.

What is PaymentWorks?

  • Platform used by UC Davis to add supplier records in Aggie Enterprise.
  • Supplier completes all required information on the PaymentWorks platform, and that information then feeds into Aggie Enterprise.
  • Same supplier numbers are still being used.

What Does PaymentWorks Do?

  • For Suppliers: PaymentWorks allows suppliers to enter and update their information in real-time.
  • For Departments: PaymentWorks allows 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 was PaymentWorks Implemented? 

Supplier (vendor) records management is becoming increasingly complex, and PaymentWorks assists in ensuring that the university is compliant with applicable laws/regulations .  The process includes 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 Does PaymentWorks Improve the Process?

  • Departments have full visibility into the supplier onboarding process at every stage, from invitation, to supplier notification, supplier registration, UC Davis Supplier team review, and when supplier data transfers into AggieEnterprise.
  • Supplier has direct access to notify the university of name changes, tax ID change, or merger/acquisitions changing the makeup of their supplier record, significantly reducing the chances of erroneous or duplicate records.
  • Supplier can use the PaymentWorks secure platform to update their preferred payment method and banking information as needed.
  •  PaymentWorks offers better security of sensitive data (including, but not limited to, tax IDs) than previous supplier management platforms/processes.

What’s Changed?

Departments submit an invitation to the UC Davis Supplier team through PaymentWorks to invite the requested supplier to onboard.  Suppliers then enter their information in the online PaymentWorks platform, as well as upload and update their records (supplier onboarding). 

Instead of departments entering the supplier information on an Aggie Enterprise supplier request, the suppliers are able to interface directly with PaymentWorks, and that information will then feed into Aggie Enterprise.

What Hasn't Changed? 

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

How Does it Work?

  1. Department user logs in to PaymentWorks with their UC Davis login ID and Kerberos passphrase and then fills out an invite in PaymentWorks that sends an email message to the supplier.  
  2. The supplier completes the online enrollment form and the system uses that information to populate their W-9.
  3. The online enrollment form automatically routes to our Supplier Services Desk for review.
  4. Once it has been reviewed by the Supplier Services Desk, the applicable supplier record or update then appears in Aggie Enterprise.

Common Reasons for Delays

  • Supplier Response: The speed at which the supplier completes and submits the necessary information is crucial. 
  • Data Accuracy: Ensure all provided data and documents are accurate and complete to avoid delays. 
  • IRS Compliance: If the EIN, TIN, or SSN number fails the IRS compliance check, the registration could be returned for further information/clarification. 
  • Tax Documents: Incorrect or outdated tax documents (W-8, W-9) can cause delays or returns. 
  • Sanctions Lists: If the company appears on any sanctions lists, the registration will be returned or delayed. 

Frequently Asked Questions

  • Q: Can we still use and cite existing Aggie Enterprise suppliers?
    • Yes!  The existing suppliers in Aggie Enterprise will continue to be available and can still be used for purchases and payments. The PaymentWorks process will be used for suppliers that have not previously been used at UC Davis and for any updates to supplier records by existing suppliers.
  • Q: Does the supplier need to register for PaymentWorks if they already have an account?
    • A: No.  If they already have a PaymentWorks account, they can simply log in, review their information, and submit their information when they receive the invite from UC Davis.
  • Q: Can the same supplier email address be used more than once?
    • A: No.  One supplier email address is allowed per PaymentWorks account. In other words, if testperson@testperson.org is used for Supplier A, it cannot be used for any other supplier record in PaymentWorks.
  • Q: What if the supplier can't use PaymentWorks?
    • A: If your chosen supplier or payee is unable to use PaymentWorks due to accessibility or language barrier issues, you may request a manual supplier add using the Manual Supplier Onboarding Request form. Please note, however, that this will also require a manual review, which will result in longer processing times and delays versus, using PaymentWorks. 
  • Q: Who can see the information entered in the Personalized Message field?
    • A: The content entered in this field will be visible to both the UC Davis Supplier Services team and to the supplier invitee. Although this field is not required, it should be used to enter a message directly to the supplier informing them that this is the onboarding method for UC Davis and to provide any details to the Supplier Services team regarding the business purpose or additional information needed for the request. 
  • Q: If I work for a shared services organization or a departmental cluster serving multiple departments, what should I enter for the department name when completing a new supplier invite?
    • A: Enter the name of the department on whose behalf the request is being made, after the SSO or Cluster designation.  For example: SSO-Police Department, or Green Cluster-Psychology.
  • Q: Is PaymentWorks used for supplier adds AND edits?
    • At this time, PaymentWorks will be used primarily for new add requests. Existing supplier record edit requests can still be made on the online edit request form by a department, but in many cases, the edit request will be redirected to the supplier to register/login to PaymentWorks and make their own secure changes.  The additional processes for editing supplier records are still under development and will be announced and posted once finalized. 
  • Q: The supplier is saying they never received the email invite.  What do I do?
    • The supplier may have to check their spam/junk folder if they don't see the email in their in box.
  • Q: Will the supplier search process still be done in Aggie Enterprise?
  • Q: Is this only for US-based suppliers, or for foreign suppliers as well?
    • PaymentWorks is used for both US and non-US suppliers.