Information about Suppliers

Supplier Onboarding Fundamentals

Rutgers University has tens of thousands of suppliers already available across a wide range of commodity categories. Before inviting a new supplier into the University's supplier database, departments should evaluate whether the purchase aligns with Rutgers' discretionary spending framework and determine whether an existing supplier can meet the need.

Before Inviting a New Supplier 

• Consider the following questions:
  • Can the purchase be made through a Punchout Catalog?
  • Can the purchase be made from an existing supplier in RU Marketplace?
  • Can the purchase be made through an existing universitywide contract (link to Supplier Search)?
• Verify that both the supplier and the goods or services they provide are eligible for university onboarding. Please note that certain supplier categories require prior approval or are administered by other university departments.
  • Trademark Licensing - Suppliers providing promotional merchandise, apparel, signs, displays, awards, or other items bearing Rutgers trademarks may not be invited or added without prior approval from the Office of Trademark Licensing within University Communications & Marketing.
  • Facilities and Trade Services - Suppliers performing architectural, engineering, construction, or trade-related services should not be invited or added without prior approval from Institutional Planning & Operations (IP&O).
  • Non-PO Transactions - Suppliers receiving payments for transactions that do not involve the purchase of goods or services generally do not require PaymentWorks registration. The following payment types should be processed through Candex (link) instead:
    • Honoraria
    • Non-Employee Travel Reimbursements
    • Athletics Game Day Services
    • Patient Actors
    • Net (Print) Royalties

After all options have been explored, please invite the supplier through PaymentWorks Invitation.

Please note: The Supplier Management Team runs a periodic process whereby any supplier without a contract, PO or payment issued for 24 consecutive months is deactivated in the RU Marketplace system.  This helps maintain a clean database with active suppliers. It is advised you conduct a thorough search for your supplier in RU Marketplace and PaymentWorks as they may have already completed the onboarding process and just need to be re-activated.

Supplier Onboarding Process Overview

How the Process Works

1. Invitation to Register
   The University department initiates the supplier onboarding process by sending an invitation through PaymentWorks. Once the invitation has been approved, the supplier will receive an email invitation with a link to create their PaymentWorks account. 
2. Create a PaymentWorks Account
   New suppliers must create a PaymentWorks account using the link provided in the invitation email. Suppliers that already have a PaymentWorks account may be able to use their existing profile. 
   Note: For business continuity, suppliers are encouraged to provide a shared or monitored business email address that can be accessed by the appropriate individuals within the organization.
3. Complete the University Registration
   Once the account is created, the supplier will receive instructions to complete the University-specific supplier registration. The supplier must provide the requested business, tax, payment, and other required information and submit the registration. 
4. Validation and Review
   After submission, PaymentWorks performs applicable validation and screening checks. All Foreign supplier registrations are also routed to Export Control for additional review. 
5. Approval and Supplier Setup
   Once the registration has completed all required reviews and approvals, the University will approve the registration and create the supplier record in the University's systems. 

Confirmation

The supplier and the University department that initiated the invitation will receive notification when the onboarding process is complete.