What is the main change for me as a service center employee with regard to PaymentWorks?
The main change is simply to use the PaymentWorks invitation process to request a new vendor rather than the Automated Vendor Form (AVF) or the paper-based vendor application. You will be required to enter two additional pieces of information: the vendor’s name and your NetID.
Will current KFS vendors need invitations sent to them to be reloaded into PaymentWorks?
No, all vendor numbers will remain in the university’s data file; only new vendor registrations need invitations sent to them.
How will vendor updates be managed?
A new vendor onboarded through PaymentWorks will be able to update its own information through the PaymentWorks account. The vendor reviewer in Procurement will update the KFS vendor database, until such time as this feature is automated in KFS.
Who should I contact if I or my vendor has a problem?
If you or your vendor has a problem with the form or using PaymentWorks, contact firstname.lastname@example.org. If the vendor has questions about the payment, the vendor should contact the person who sent then invitation. If there is some other type of issue, the vendor initiator should call the Procurement Helpline at (607) 254-5300.
What if the vendor has a tax-related question?
You should refer the vendor to its own tax professional. We should not be responding to these questions as we are not tax experts. Alternately, you may contact the University Tax Office.
What if my unit or department collects a W-9? Can I hand-key the vendor?
If it is a domestic DV vendor, you should notify the department to stop collecting W-9s. There will be a grace period through December 21, 2018, during which we will allow you to hand-key vendors. After December 21, 2018, we will disapprove any hand-keyed domestic DV or PO vendors.
What if my vendor requires a child vendor?
This will work the same way it does today. When your vendor is created in KFS, you should check the Notes and Attachments tab to see if there is a note that says “DBA required” or “Child vendor required”. If you see language such as this, you will receive an email from the vendor reviewer after the child vendor has been set up. You need to wait for this email before processing your DV payment or purchase order.