Coupa Non-Employee Profiles

For all UNT System Enterprise Employees, profiles in Coupa are automatically created from the HR system with a valid HR record.

Profiles for non-employees (Students, prospective employees, other non-employee guests) have to be manually created by the UNT System Coupa Team. Non-employees will not be able to access Coupa. A full-time UNT System employee must be designated as the guest’s sponsor that will create and submit reimbursement Expense Reports and Travel on the guest’s behalf.

This page provides the resources and information needed to carry out this process.

High Level Process Steps

Step 1:

Log into PaymentWorks SSO and send an invitation to the non-employee to register as a payee with the University through PaymentWorks.

NOTE:

If there will NOT be any reimbursements for the non-employee, skip steps 1 & 2.
if you need to book a flight for the guest quickly, you can skip steps 1 & 2 to be completed at a later date.

Step 2:

Once the non-employee has completed registration. You’ll receive an “Onboarding
Complete” email that contains their payee vendor number.

Step 3:

Log into the Dynamic Form SSO for Coupa non-employee profile set up. Enter the vendor id (if reimbursement is required) and all required fields. Submit the form.

Detailed instructions

PaymentWorks overview