2.1 New Supplier Set Up Process

Prior to purchasing a good or a service, units should first research and attempt to use contracted suppliers and suppliers already in RU Marketplace to meet their needs, before seeking to enter an additional supplier to the system. If no existing suppliers can provide the good or service, the new supplier must go through an approval process by UPS within PaymentWorks. PaymentWorks is a self-service supplier information management system that streamlines the supplier experience and offers visibility into all activities associated with a supplier. 

If the supplier is already established in RU Marketplace, the supplier has been approved. If not, the supplier must go through PaymentWorks. A supplier must be set up regardless of their tax classification per IRS W-9 or W-8 form(s). Payees whose transactions are eligible for Non-PO Uploads are not required to register. 

Units can check for supplier set-up by entering the supplier name in any of the requisition forms in RU Marketplace. Units must still follow the sourcing process (See 3.0 Sourcing) to complete the purchase. 

Required new supplier set-up information and documents – If there is no supplier record in our data base, follow the steps to send an invitation to the supplier to join PaymentWorks.

Setting up a new supplier occurs in a few steps (see PaymentWorks Training Videos): 

a) The unit searches for the supplier via PaymentWorks (to ensure they are not in the system).

b) The unit, known as the “initiator” completes the invitation information that includes: 

•  Supplier name 
• A valid supplier email address 
• Initiator phone number 
• Good or service provided 
• Selection of company or individual 
• Personalized message (optional) – for the supplier 
• PO or check request supplier 

c) The invitation is routed to UPS to approve or reject the invitation.

1. Criteria for supplier invitation approval

Supplier invitations to PaymentWorks are approved by UPS using the following considerations:

a) Does the supplier offer a good or service that cannot be purchased from a University Contracted Supplier? If there is a university contracted supplier, that new supplier request will not be approved unless the following exceptions are met: 

• Certified diversity attribute 
• Supports University Buy Local Initiatives 
• Specified by the grant 

b) Is the supplier an employee? Employees will not be approved. 

c)  Is the supplier a student? Students should be processed through the Non-PO Upload Process. 

2) Supplier documentation 

Once an invitation is approved by UPS, potential suppliers are required to submit the following documentation in order to formally register with PaymentWorks: 

• Name as it appears on the W-9 (or W-8 if foreign) 
• Address 
• Email address 
• Tax ID/SSN number 
• Phone number
• Signed W-9 (US entity) or W-8 (foreign entity) 

Any missing information will result in a supplier registration to be placed on hold. 

3) New supplier screening and entry 

Once the potential supplier submits their completed registration, PaymentWorks performs a general screening to include: 

• Confirm the validity of the tax identification number 
• Confirm that the supplier is not on the debarred supplier list (See SAM.gov) 
• Confirm supplier’s address is valid 
• Confirm the supplier record does not already exists in our supplier database 

Once the PaymentWorks screening is complete, UPS will also perform screening that includes: 

• Confirming the supplier is not a current employee or student of Rutgers 
• Address the issues that PaymentWorks has identified

Once the screening process is complete and no issues are discovered, the supplier record will be added to Oracle. If an issue is discovered, employees/students, or a supplier appears on the debarred list, a member of the UPS will contact the supplier/requester.