Become a Supplier

PaymentWorks 

The Pennsylvania State University has selected PaymentWorks as a tool to manage supplier’s registrations and information.  

Suppliers will now have a streamlined process for managing their profile and contact information, securely entering and updating their banking information, selecting their preferred payment method, viewing payment status and history, and updating important documents such as tax, insurance, and other certifications.  

PaymentWorks validates supplier’s banking and company information and helps to mitigate risk by assessing if any transaction is potentially fraudulent. In some cases, PaymentWorks will still need to speak with someone listed on the account. In those instances, the supplier may receive a phone call to confirm the necessary data.  

All suppliers will eventually need to onboard through PaymentWorks; but any supplier who is already registered in SIMBA today will not have to register in PaymentWorks until they need to make updates to their existing information, or until they receive an invite to onboard from an authorized Penn State contact. 

Invitations to register with PaymentWorks can be requested through the Office of Central Procurement, or through the identified point of contact within a delegated authority or central office as listed below. To invite a supplier to register, they will use the link emailed directly from The Pennsylvania State University via PaymentWorks and follow the instructions.  

In order for a delegated authority to invite suppliers to register in PaymentWorks the delegate will need the following supplier information:

• Company/Individual Name
• Company/Individual's e-mail address
• Short Description of Goods or Services being provided

Additional benefits and details are outlined in our frequently asked questions.

You can find more information about PaymentWorks on their website.

Businesses and individuals interested in providing goods and services to the University should follow the steps below to become a supplier.

Registration
Bidder
Approved Supplier
Supplier FAQs

Registration

New applicants should follow the four steps below to complete the registration process:

Invitations to register with PaymentWorks can be requested through the Office of Central Procurement, or through the identified point of contact within a delegated authority or central office as listed above. To invite a supplier to register, they will use the link emailed directly from The Pennsylvania State University via PaymentWorks and follow the instructions. 

You will need to collect the following information to complete the registration process when you receive the invitation.

• A valid tax ID, either an Employer Identification Number (EIN) or Social Security Number (SSN).
• To receive electronic Automated Clearing House (ACH) payments, you will need a copy of a voided check, bank statement, letter on company letterhead, voided deposit slip, or a letter from your bank.
• Foreign Supplier or a non-resident alien performing work inside the US will need to provide a W8BEN or W8BEN-E tax document.
• IRS forms will now be captured through the PaymentWorks registration process.
• Review Supplier Purchasing Terms & Conditions.

Registration Guides:

• US Entity Registration Guide
• US Individual Registration Guide
• Foreign Entity Registration Guide
• Foreign Individual Registration Guide
• Research Participant Registration Guide

Registration is approved after PaymentWorks and the Supplier Administration Team reviews and verifies the data.

Suppliers will receive an e-mail when the application is approved.

Application Status

Penn State employees with a valid Penn State login may track the status of a Supplier application at PSU PaymentWorks Supplier Status. This tool does not live update, applications will be visible by noon the next business day.

This tool will show the following status detail:

1. Invitation Sent: An invitation to register has been sent to the supplier contact.
2. Email Address is invalid: The email address provided to the supplier team is not valid. Please verify the correct address and resubmit to [email protected].
3. Invitation Received: The supplier contact has confirmed receipt of the invitation to register.
4. Supplier is working on application: The supplier is currently filling out the application/making corrections.
5. Review in Progress: The registration is in the final review.
6. Complete: Registration is complete.
7. Rejected: The registration cannot be completed. Please contact [email protected].

We recommend you bookmark this site as you can also use it to locate supplier numbers for those who have already registered.

Bidder

Approved bidders are invited to participate in applicable RFx events. 

Approved Supplier

Guidelines must be followed if a business is awarded a bid. Work should not begin until a business receives a Purchase Order. 

Approved suppliers should login to their PaymentWorks profile to update contact information or add bank details.

When any of the following changes occur about your business you will need to revisit your PaymentWorks profile and update it accordingly:

• Organizational information includes company name and associated addresses
• Contact information for key personnel
• Business details including goods/services provided
• Business classification including small and/or diverse business status
• Preferred payment methods
• Bank account information

There is a separate and additional process for caterers, bus charters, and entertainment suppliers to be placed on those Supplier Lists.  View these requirements at the following link.