Supplier Management

The Supplier Management team is here to assist with onboarding and maintaining vendors and individuals who receive payment through the Procurement Office. The Supplier Management team acts as an information resource for both departments issuing payments and the vendors receiving those payments. This setup can be for a requisition in PeopleSoft and UNT System Marketplace, a reimbursement request in Concur, or any other payment outside of the Payroll Office.

Per section 11 Distribution of Supplier Payments in the Procurement Regulation, all supplier payments are required to be in electronic form. The Procurement Office will not issue paper checks to a payee. If your vendor will not accept payment in the form of a Pcard or electronic payment, we will not be able to do business with that vendor.

UNT System's Partnership with PaymentWorks

UNT System has partnered with PaymentWorks, a third-party vendor onboarding and maintenance tool. With PaymentWorks, departments can now act as “Initiators” and send PaymentWorks registration invitations directly to their vendors before every submitting a payment request.

  • Invitations can be sent at any time before a requisition is ever submitted
  • Creates greater efficiency for payment
  • Reduces efforts and time required for vendors to distribute new payment information
  • Automatically routes PaymentWorks vendor updates to PeopleSoft once approved by Supplier Management
  • Decreases fraud risk by validating vendor information before payment is issued

Download the PaymentWorks Initiator Role

Download the PaymentWorks Vendor Guide

When to Utilize PaymentWorks

PaymentWorks is to be used any time a payment is made through the Procurement Office instead of Payroll. The two most common vendor setup processes are below.

**Note that the Pcard process is unaffected by this change in Supplier Management processing**

Requisitions:

Vendor registration must be at “Pending Internal Review” in PaymentWorks before a requisition is submitted in PeopleSoft and UNT System Marketplace. PaymentWorks is used for both companies and individual persons receiving payment from the Procurement Office. If a requisition routes to Supplier Management and the PaymentWorks registration is not at this stage, the requisition will be returned.

  1. Initiator sends PaymentWorks invitation
  2. Vendor completes PaymentWorks registration
  3. PaymentWorks reviews registration
  4. Requisition is submitted for approval in PeopleSoft or UNT System Marketplace
  5. Supplier Management reviews and approves registration
  6. Supplier Management reviews and approves requisition

Brainfuse screenshot

Concur Reimbursements (Non-Employees):

Vendor registration must be at “Pending Internal Review” in PaymentWorks before a reimbursement request is submitted in Concur.

  1. Initiator sends PaymentWorks invitation
  2. Payee completes PaymentWorks registration
  3. PaymentWorks reviews registration
  4. Concur reimbursement report is submitted for approval
  5. Supplier Management reviews and approves PaymentWorks registration
  6. Travel reviews and moves report forward for payment

Brainfuse screenshot 2

Employee Payments:

If an active UNT employee (at any campus/business unit) is being paid through the Procurement Office using one of the above processes, PaymentWorks will not be used. Instead, make sure that the employee has updated their Direct Deposit information and address information in their HR profile. This can be updated using the link below. Failure to provide up-to-date address and banking information will result in delayed payment.

https://my.untsystem.edu

First, confirm that the employee being paid is not already set up as a vendor in EIS. Once confirmed, please submit a New Supplier Request form in the UNT System Marketplace tool. This form will notify the Supplier Management team that a setup is required for PeopleSoft. Make sure to specify that the request is for a Concur report.