JH Department – New SAP Vendor

TO SETUP A USA BASED VENDOR PLEASE FOLLOW THE INSTRUCTIONS BELOW:

• If you have a JHED ID, you are authorized to access the PaymentWorks Vendor Portal to send an invitation to the Vendor.
• The vendor will be required to provide their Legal Name (individual or company), Legal USA Tax ID (SSN or EIN), tax classification (individual, sole proprietor, LLC, Partnership, C-Corp, S-Corp, Non-Profit or Government),  physical address and payment remittance address. 
• A W9 can be digitally completed and created within PaymentWorks if the vendor does not have one to upload.
• If ACH payment is preferred, the vendor’s Bank’s information is required. The vendor must provide their Bank ABA Routing Number, Name(s) on the Account, Account Number and CURRENT official bank documentation that includes the Bank logo to verify the banking instructions.
• If the vendor prefers CHECK payment, the vendor must choose “OTHER” as their preferred payment method with their PaymentWorks registration.
• If the vendor is an existing PaymentWorks vendor, your department does not need to send an invitation.  The vendor is responsible for all updates to their PaymentWorks account.
• PaymentWorks Training Video – How to send an invitation to a New Vendor & invitation terminology status/onboarding tracking.
• PaymentWorks Vendor Status Terminology – How to understand vendor status in PaymentWorks (link is found on the Active AP PaymentWorks tab)
• Send Invite to your Vendor
• NOTE: PAYMENT PROCESS DOES NOT CHANGE.  PaymentWorks is ONLY for vendor maintenance.
• The Bank Form and current Official Bank Documentation to verify the banking instructions are REQUIRED when requesting payment by TREASURY and/or NON EMPLOYEE TRAVEL REIMBURSEMENTS receiving ACH/Wire payments.  This is a Treasury requirement.
• NOTE:  If the VENDOR is having difficulty with their PaymentWorks vendor registration and/or their approved account, the VENDOR should submit a PaymentWorks Support Ticket for further assistance,  https://community.paymentworks.com/payers/s/contactsupport.
• NOTE:  If your DEPARTMENT has inquiries about your vendor requests, please submit a SERVICE NOW TICKET.
  • JHHS: Choose VENDOR MANAGEMENT for the Category Field.
  • JHU: Choose VENDOR for the “What do you need help with?” Field

TO SETUP AN INTERNATIONAL BASED VENDOR PLEASE FOLLOW THE INSTRUCTIONS BELOW:

• The vendor will be required to provide their Legal Name (individual or company), Foreign TIN for their country, physical address, payment remittance address and complete banking instructions along with official bank verification of their banking instructions.
• A W8 and/or W9 can be digitally completed and created within PaymentWorks if the vendor does not have one to upload.
• ALL International Vendors ACH/WIRE Bank information is required per our policies. The vendor must provide their, International Bank BIC/Swift Code, USA Bank ABA Routing Number (if applicable), International IBAN (if applicable), Name(s) on the Account, Account Number and CURRENT official bank documentation that includes their Bank’s logo to verify the vendor’s banking instructions.
• If the vendor is an existing PaymentWorks vendor, your department does not need to send an invitation.  The vendor is responsible for all updates to their PaymentWorks account.
• PaymentWorks Training Video – How to send an invitation to a New Vendor & invitation terminology status/onboarding tracking.
• PaymentWorks Vendor Status Terminology – How to understand vendor status in PaymentWorks (link is found on the Active AP PaymentWorks tab)
• Send Invite to your Vendor
• NOTE: PAYMENT PROCESS DOES NOT CHANGE.  PaymentWorks is ONLY for vendor maintenance.
• The Bank Form and current Official Bank Documentation to verify the banking instructions are REQUIRED when requesting payment by TREASURY and/or NON EMPLOYEE TRAVEL REIMBURSEMENTS receiving ACH/Wire payments.  This is a Treasury requirement.
• NOTE:  If the VENDOR is having difficulty with their PaymentWorks vendor registration and/or their approved account, the VENDOR should submit a PaymentWorks Support Ticket for further assistance,  https://community.paymentworks.com/payers/s/contactsupport.
• NOTE:  If your DEPARTMENT has inquiries about your vendor requests, please submit a SERVICE NOW TICKET.
  • JHHS: Choose VENDOR MANAGEMENT for the Category Field.
  • JHU: Choose VENDOR for the “What do you need help with?” Field

TO SETUP A US BASED INDEPENDENT CONTRACTOR PLEASE FOLLOW THE INSTRUCTIONS BELOW:

• If you have a JHED ID, you are authorized to access the PaymentWorks Vendor Portal to send an invitation to the Vendor.
• The vendor will be required to provide their Legal Name (individual or company), Legal USA Tax ID (SSN or EIN), tax classification (individual, sole proprietor, LLC, Partnership, C-Corp, S-Corp, Non-Profit or Government),  physical address and payment remittance address. 
• A W9 or W8 can be digitally completed and created within PaymentWorks if the vendor does not have one to upload.
• If ACH payment is preferred, the vendor’s Bank information is required. The vendor must provide their Bank ABA Routing Number, Name(s) on the Account, Account Number and CURRENT official bank documentation to verify the banking instructions.
• If the US vendor prefers CHECK payment, the vendor must choose “OTHER” as their preferred payment method with their PaymentWorks registration.
• ALL International Vendors ACH/WIRE Bank information is required per our policies. The vendor must provide their, International Bank BIC/Swift Code, USA Bank ABA Routing Number (if applicable), International IBAN (if applicable), Name(s) on the Account, Account Number and CURRENT official bank documentation that includes their Bank’s logo to verify the vendor’s banking instructions. 
• If the vendor is an existing PaymentWorks vendor, your department does not need to send an invitation.  The vendor is responsible for all updates to their PaymentWorks account.
• Your department is REQUIRED to forward the Independent Contractor documentation to Accounts Payable (JHU & JHHS) [email protected] and to Purchasing — (JHU) [email protected] or (JHHS) [email protected]  when you send the invite to the vendor through PAYMENTWORKS.
• Tips to determine IF Independent Contractor status  – PLEASE READ BEFORE COMPLETING ICA FORMS
• Paymentworks Training Video – How to send an invitation to a New Vendor & invitation terminology status/onboarding tracking.
• PaymentWorks Vendor Status Terminology – How to understand vendor status in PaymentWorks (link is found on the Active AP PaymentWorks tab)
• Send Invite to your Vendor
• NOTE: PAYMENT PROCESS DOES NOT CHANGE.  PaymentWorks is ONLY for vendor maintenance.
• The Bank Form and current Official Bank Documentation to verify the banking instructions are REQUIRED when requesting payment by TREASURY and/or NON EMPLOYEE TRAVEL REIMBURSEMENTS receiving ACH/Wire payments.  This is a Treasury requirement.
• NOTE:  If the VENDOR is having difficulty with their PaymentWorks vendor registration and/or their approved account, the VENDOR should submit a PaymentWorks Support Ticket for further assistance,  https://community.paymentworks.com/payers/s/contactsupport.
• NOTE:  If your DEPARTMENT has inquiries about your vendor requests, please submit a SERVICE NOW TICKET.
  • JHHS: Choose VENDOR MANAGEMENT for the Category Field.
  • JHU: Choose VENDOR for the “What do you need help with?” Field

PLEASE NOTE PaymentWorks is more secure than emailing PDF’s with the same data.

TO SETUP A MANUAL VENDOR PLEASE FOLLOW THE INSTRUCTIONS BELOW:

• If your department has a special circumstance of why the vendor needs to be processed outside of PaymentWorks, forward all required documentation to [email protected] along with providing the reason it cannot be processed through PaymentWorks.
• This reasoning should be noted within the email and on the Vendor Data Entry Sheet.
• The request will be reviewed and you will be notified IF the exception is approved.
• Once the manual request is approved, the manual process may take up to 5-10 business days once all relevant completed documentation is received, IRS and OFAC validation and approvals are received.
• PaymentWorks Exception List – PLEASE READ BEFORE SENDING YOUR REQUEST
• Your Department is required to provide the completed Vendor Data Entry Sheet and the completed and signed W9 (USA vendors) or W8 (International Vendors providing services within the US or receiving an Award), JHHS ICA Short Form (if applicable) and JHU ICA Short Form (if applicable)
• Indicate in the description field if this is an additional address request or update to an existing vendor.  Please provide the description of services/product provided by the vendor.
• US Vendors that prefer ACH payment, the vendor’s Bank information is required. The vendor must provide completed and signed BANK INFORMATION FORM and CURRENT OFFICIAL BANK DOCUMENTATION that includes the Bank logo to verify their banking instructions. Acceptable verification is listed at the top of the Bank Information Form.
• ALL International Vendors ACH/WIRE Bank information is required per our policies. The vendor must provide completed and signed BANK INFORMATION FORM and CURRENT OFFICIAL BANK DOCUMENTATION to verify their banking instructions. Acceptable verification is listed at the top of the Bank Information Form.
• ALL Accounts Payable Forms can be found on AP Shared Website,  http://ssc.jhmi.edu/accountspayable/forms.html
• NOTE:  PAYMENT PROCESS DOES NOT CHANGE
• The Bank Form and current Official Bank Documentation to verify the banking instructions are REQUIRED when requesting payment by TREASURY and/or NON EMPLOYEE TRAVEL REIMBURSEMENTS receiving ACH/Wire payments.  This is a Treasury requirement.
• NOTE:  If your DEPARTMENT has inquiries about your vendor requests, please submit a SERVICE NOW TICKET.
  • JHHS: Choose VENDOR MANAGEMENT for the Category Field.
  • JHU: Choose VENDOR for the “What do you need help with?” Field

Invite New Vendor