PaymentWorks: New Way to Onboard Suppliers Coming March 2025

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PaymentWorks will be a new supplier portal for streamlining the supplier onboarding process. Implementation is scheduled for Monday, March 10, 2025.

View the recording of the 2/3/25 PaymentWorks presentation  and system demo.

Also, see the slides from the 2/3/25 presentation.

Upcoming Deadlines

Below are the upcoming deadlines as we transition to the new supplier onboarding system PaymentWorks:

  • Friday March 7: Last day for an Aggie Enterprise vendor registration to be completed
  • Monday, March 10: PaymentWorks opens for campus

What is PaymentWorks?

  • New way to add supplier supplier records in Aggie Enterprise.
  • UC Davis departments will no longer need to process supplier onboarding 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?

  • Departments will 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 Changing?

Departments will submit an invitation to the UC Davis Supplier team through PaymentWorks to invite the requested supplier to onboard.  Suppliers will 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 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 user logs in to PaymentWorks with their campus login ID and Kerberos passphrase and then 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. 

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.
  • 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: 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.
  • 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. 
  • 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.
  • Will the supplier search process still be done in Aggie Enterprise?
  • Is this only for US-based suppliers, or for foreign suppliers as well?
    • PaymentWorks is used for both US and non-US suppliers.