Setting Up Suppliers
Advantage of PaymentWorks
The PaymentWorks platform helps automate the supplier registration process and offers key advantages over Miami’s current manual process. Advantages include:
- Safe and secure electronic supplier registration process where departments invite suppliers to register with Miami, and to ensure suppliers go through verification processes for taxable information, banking information, compliance checks, etc.
- Workflow routing of supplier registrations through the appropriate parties for review and approvals, allowing for timely supplier creation.
- Safe and secure portal for suppliers to enter taxation/identifiable information, banking information, contact information, etc., including directly managing their own profiles and information.
- Suppliers can view invoice status, payment status, purchase order references, themselves rather than contact Miami University.
New Suppliers
All new suppliers (companies or individuals) to the university will be required to register for PaymentWorks. Please see the below section on registering for PaymentWorks to see what documentation will be required during the registration process.
Existing Suppliers
If you are actively doing business with Miami University, but are not yet registered with PaymentWorks, no immediate action is needed. In the coming months, Miami will be inviting existing suppliers to register within PaymentWorks using their existing contact information on file. If any changes are required on your supplier account, you will be required to register with PaymentWorks.
Once an invitation has been sent, PaymentWorks will send automated reminders to complete the registration process. These reminders will occur on days 3, 7, 14, 21, 28, and 35 after your initial invitation. If you do not accept the invitation within (35) days of being invited to join PaymentWorks, your supplier invitation will be cancelled and your supplier account with Miami will be inactivated, preventing departments from doing business with you. To reactivate this account, you will be forced to register through PaymentWorks.
Registering for PaymentWorks
Once a Miami Department invites a supplier to register for PaymentWorks, the supplier will receive an email containing a link that will take them to the PaymentWorks portal for registration. To register for PaymentWorks, suppliers will need the following documents:
- A valid tax ID (EIN, SSN, ITIN, etc.)
- Suppliers will have the option of either manually uploading a signed W9 for U.S. based suppliers, or having the PaymentWorks system automatically generate one for them.
- For U.S. based suppliers
- Miami University’s preferred payment method is either Single-Use Account (SUA) or ACH (2% Net 10, or Net 30 terms). The PaymentWorks portal will require you to provide a voided check or bank statement, or other types of identifiable documentation to complete ACH registration. If you are unable to provide said documentation, a check payment may be accommodated at the University’s discretion.
- For all non-U.S. based suppliers
- Miami University pays all non-U.S. based suppliers via wire transfer. You will need a letter on your company’s letterhead, a voided check, or bank statement for verification purposes.
- Vendors that are providing services to Miami University may need to provide proof of insurance. Please see the University’s Risk Management website for more information.
Once the supplier has completed the supplier registration form through PaymentWorks, their registration form will route through an approval workflow within PaymentWorks. If the reviewing departments have any questions or would require any additional information, their registration will be returned to them with instructions.
Note: Completion of the onboarding process through PaymentWorks does not guarantee a purchase of products or services from the supplier. Suppliers SHOULD NOT provide any goods or services without a valid purchase order from Miami University.
Updating a PaymentWork's Profile
If a supplier that has registered in PaymentWorks and has an approved PaymentWorks profile with the university and needs to make a change or update information, please follow the steps below:
- Sign into PaymentWorks.
- Select My Payee Profile from the left navigation menu.
- Edit any information needing to be changed or updated in your profile.
- When editing remittance or order addresses, be sure that you click the share button to share that information with Miami University.
Note: Miami University will no longer make adjustments and updates to a supplier’s profile manually. All changes must be made in PaymentWorks.
Need Help?
Miami University has prepared the below guides to assist new suppliers with registering for PaymentWorks. Below you will find documented guides on how to establish your account if you are a business, an individual, or a non-U.S. supplier. Additionally, PaymentWorks provides extensive documentation and support, which can be accessed through the links below.