New
PaymentWorks: UVM’s New Supplier Onboarding Process
Effective immediately, UVM is using PaymentWorks, a secure online supplier management platform, to collect, validate, and maintain supplier information and support UVM’s transition to electronic payment methods. Suppliers will submit their tax, banking, address, and other required information directly through PaymentWorks. This reduces the need for UVM employees to handle sensitive information while helping UVM maintain accurate supplier records, strengthen fraud prevention, and streamline onboarding.
Supplier onboarding with Payment Works 10/21/26 presentation slides (PDF)
Accounts Payable is responsible for the payment of goods and services to suppliers as well as reimbursements to individuals for costs incurred as part of University business. Our services include:
- creating/maintaining supplier accounts
- entering invoices and check requests
- producing check, ACH, and wire payments
- IRS 1099 reporting
- reviewing supplier statements
If you are submitting:
- An invoice or have a question with regard to status of an invoice or payment, please email disburse@uvm.edu
- A non-foreign check request, W-9 or ACH, please send via secure file transfer to supplier@uvm.edu
If you have a question about a foreign check request or Employee vs. Independent Contractor determination, please email taxadmin@uvm.edu
If you need assistance with:
- Travel and expense reimbursement, please email travel@uvm.edu
- PurCard issues, please email purcard@uvm.edu
US Bank Payment Plus partnership
Payment Plus is an accounts payable solution that pays suppliers via automated Visa card payments. Our goal for this partnership is to provide better customer service to our suppliers by providing:
- Accelerated payment and improved cash flow
- Reduced paperwork and streamlined the accounts receivables process
- Real-time notifications for each card payment
- Complete remittance details to support efficient receivables posting
- No changes or modifications to existing card acceptance procedures
As our purchasing card provider, US Bank will contact suppliers directly to discuss, and assist suppliers with enrolling in the program.
If you have any questions, or receive inquiries from one of your suppliers, please email purcard@uvm.edu or see these FAQs (PDF).
Help us help you with procure-to-pay functions
There are simple steps suppliers can take to help us get your payments to you:
- In order to ensure your payment, we ask all of our suppliers to engage in invoicing the University electronically, by sending PDFs directly to the Disbursement Center Accounts Payable team at disburse@uvm.edu. If you currently send paper invoices to individual departments, we ask you to remit PDF versions to those departments for processing.
- To sign up for an ACH payment you will receive an invitation from the University via PaymentWorks.
Purchasing and Contracts and Accounts Payable will provide regular updates on any service impacts to UVM’s suppliers.
Supplier Request Form
The New Supplier Request form in PeopleSoft allows requesters to directly enter supplier information into the supplier file. The Disbursement Center will create an invitation in PaymentWorks as necessary, and review, request additional information (if needed), and approve the supplier entry in PeopleSoft and PaymentWorks. The requester will be notified when supplier approval is complete to begin creating a requisition.
Access to this feature is granted to those individuals who create requisitions. New Supplier Request Form resources: Supplier Form User Guide (PDF) and video tutorial are available.
If you have any questions about the New Supplier Request form or the process to enter the information in PeopleSoft, please contact the Disbursement Center – supplier@uvm.edu.
Requisitions require an approved Supplier ID to be entered on each requisition line to create, save, or submit a requisition. Use the Supplier Lookup query (UV_SUPPLIER_LOOKUP - Lookup supplier) to determine if the desired supplier exists or not, or is inactive. The supplier search on the requisition does not include inactive suppliers.
If you have any questions about the requisition process, contact Purchasing Services – purchase@uvm.edu.
Check Request Process
In an effort to save paper and improve our procedures, the Disbursement Center accepts check requests through secure file transfer. Checks are printed on Thursdays.
Follow these steps:
- Log in to File Transfer Service using your netID credentials
- Click the Share files icon
- Send To: supplier@uvm.edu
- Subject: Include "Check Request" and the supplier's name
- Attach the completed Check Request Form (Excel)
- Click the Share files icon
Please DO NOT send originals to Disbursement if you have sent a file transfer. This could result in duplicate payments.
Contact us (disburse@uvm.edu) if you have questions.
Note regarding foreign suppliers: Check requests and supporting documents for foreign suppliers must be sent by secure file transfer to taxadmin@uvm.edu. Do NOT send them to the Disbursement Center. Any questions about payments to foreign suppliers should be directed to taxadmin@uvm.edu.
Important Reminders
- Reimbursements must have itemized receipts included with the payment request in order to be exempt from 1099 reporting.
- If an individual needs to be paid by UVM for goods or services, please do not pay the individual personally and submit for reimbursement through Travel and Expense. These types of payments are IRS 1099 reportable. The Disbursement Center must collect supplier information, including their federal taxpayer identification information.
- Departments/projects needing to pay more than 15 subjects on a check request should contact the Disbursement Center (disburse@uvm.edu) to arrange a spreadsheet upload into PeopleSoft instead of sending separate check request forms.
- Requests for reimbursement for non-employee travel expenses are due within 60 days of travel and must follow UVM’s Travel Policy (PDF).