Vendor Management

Accounts Payable is tasked with collecting and maintaining data required to accurately and securely remit payment to suppliers of goods and services. While Accounts Payable remits payment to a variety of payees, the terms "vendor" or "supplier" are broadly used to refer to the majority of non-employee payees.

Procurement is responsible for all other facets of purchasing goods and services required by the university. All questions regarding vendor selection, contracting with vendors, placing orders, creating purchase orders, etc. should be directed to Procurement. For information about Procurement, please visit their webpage at /procurement.

What is PaymentWorks?

PaymentWorks is a vendor onboarding and management system utilized by �鶹��ѡ.

Employees	Employees must login to PaymentWorks using their Flashline credentials. A link to PaymentWorks is also available in the Employee Workflows section in Flashline. University Employees are responsible for inviting their vendors to register in PaymentWorks and assisting their vendor through the process of becoming a vendor.
Vendors	Vendors are responsible for submitting an initial registration as well as maintaining and updating their profile information via PaymentWorks. Vendors can also use the system to check the status of invoices submitted to Accounts Payable for payment.

Employees

Employees must login to PaymentWorks using their Flashline credentials. A link to PaymentWorks is also available in the Employee Workflows section in Flashline. University Employees are responsible for inviting their vendors to register in PaymentWorks and assisting their vendor through the process of becoming a vendor.

Vendors

Vendors are responsible for submitting an initial registration as well as maintaining and updating their profile information via PaymentWorks. Vendors can also use the system to check the status of invoices submitted to Accounts Payable for payment.

PaymentWorks Resources for Employees

Frequently Used Guides for Employees

Guide with Images - KSU Specific
Text Only Guide - KSU Specific

Who must register in PaymentWorks?

Regardless of funding source, apart from the list below, all individuals and entities who are to be paid through Accounts Payable must complete the PaymentWorks onboarding process.

The following entities and individuals are exempt from the PaymentWorks onboarding process:

Current faculty, staff, and students being paid for something connected to their work at �鶹��ѡthat cannot be submitted via Chrome River (e.g., reimbursements, travel advances, gift card advances, petty cash reimbursements, etc.)
Prospective employees and students who are being reimbursed for travel expenses related to interviews or campus visits
Individuals and entities who are being sent refunds for such things as conference fees, rental space, etc.
- To clarify, a refund refers to a payment made to return funds to an individual/entity who previously paid them to the university.
Individuals and entities whose payments will be charged, in full, to agency indexes
- Similar to auxiliaries, agencies (indexes that start with 8) are self-supporting or business-type enterprises, but unlike auxiliaries, agencies are third party to the University. The purpose of establishing Agency funds is so the third party group can benefit from University services that require an index. The University acts as a custodian or fiscal agent for the third party organization, but the University does not have ownership over these funds.
- All payments being fully charged to an agency index will be processed as non-vendor payees. Non-vendor payees are paid by physical check only.
Individuals defined as research subjects.

Accounts Payable	�鶹��ѡemployees should contact vendmgmt@kent.edu with vendor onboarding and maintenance questions.
Procurement	�鶹��ѡemployees should contact procurement@kent.edu with questions regarding vendor qualifications, bidding requirements, or purchase order requirement details.
PaymentWorks	Vendors should contact with questions regarding use of the PaymentWorks platform.

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