PaymentWorks is Penn State’s new cloud-based supplier onboarding solution.
FAQ - Frequently Asked Questions
Supplier
Suppliers’ account management will be more streamlined, allowing for easier management of their profile, contact information, banking information, payment methods, payment history, and important documents such as for taxes, insurance, and certificates.
Yes, all suppliers will eventually need to onboard through PaymentWorks.
Penn State is onboarding suppliers to PaymentWorks in a phased approach over the next six months.
- Phase 1: October - November, new suppliers registering with the University or any current suppliers that need to make changes to their existing supplier record will register through PaymentWorks.
- Phase 2: Beginning December 1, all current suppliers who conduct greater than 100 transactions annually will be invited to register through PaymentWorks.
- Phase 3: Starting January 2023 the University will invite all remaining suppliers to register through PaymentWorks.
Current Simba suppliers will not be required to register in PaymentWorks UNTIL they need to make updates to existing information, or until requested to do so by receiving an invite to onboard from an authorized Penn State contact.
Suppliers onboarded through PaymentWorks will be able to update their own information through the PaymentWorks account.
Penn State will still offer the same payment options as today:
- Automated Clearing House (ACH)
- Check - check payments are sent via United State Postal Service. Opting for electronic payments will result in timelier payments.
- Wire
Yes, you will be able to identify yourself as a diverse supplier through the supplier registration and upload your diverse certification at the same time.
For all name fields, please enter your name as it would be displayed on a check. Penn State prefers that individuals use all capital letters. For Example: NITTANY LION
Yes, you can access and update your own banking information within the PaymentWorks portal.
PaymentWorks uses various methods and industry-leading software to validate supplier’s banking information. In some cases, PaymentWorks will still need to speak with someone listed on the account. In those instances, you may receive a phone call to confirm any details.
- W-9
- W8 BEN-E or W8 Ben (if you are an international supplier or a non-resident alien performing work inside the US)
- Certificate of Insurance
- Diverse Classification Certificates
Please contact your current insurance provider for assistance. If they are not able to provide this information, you may reach out to the University Tax Office https://controller.psu.edu/insurance
Yes, the custom forms will change to accommodate the supplier type you select (foreign individual or foreign entity). Wire payments is the only method available for those with foreign bank accounts. Please make sure you enter your bank account details when appropriate.
Please access the Help Center and contact support in order to obtain a placeholder ID to use for your registration.
Yes, once enrolled, you will have the ability to view invoice/payment details. When you first enter PaymentWorks, select the ‘Invoice’ tab from the top menu bar; You will see a list of invoices with Penn State. Each invoice can be selected to view the full details.
Screenshots that show the tab detail and how to export into an Excel file can be viewed on this PaymentWorks article.
No. The onboarding process requires an email invitation and the supplier to complete and attest to their own information and can only be done by the company being onboarded. Access the Help Center and contact Support for additional guidance if questions arise.
Suppliers must login and register within 72 hours of receiving their approval.
If you have the W9, You can either enter the information in manually, or contact support through the Help Center and provide the file through the Contact Support button.
If you are able to log into your account, click on the 'account' link in the top-right corner of the screen. Then click on the blue 'edit' button and update your email account. Be sure to click the green 'save' button to finalize all changes. You will then be able to sign into the account using the new email address. The Password on the account can also be updated, if needed.
If you are unable to log into your account, access the Help Center to contact support, and they can assist with updating your account email.
Contact The Office of Central Procurement, Supplier Admin Team at [email protected].
For additional technical information, please access the Help Center for further guidance.
Contact the Supplier Admin Team at [email protected] to have the invite resent.
All tax related questions should be directed to either the supplier's own tax professional or reach out to [email protected]
Please work with PaymentWorks support to get a temporary ID.
Please fill out the Bank Address first (which is further down the form) and then the routing number will no longer show as mandatory.