Completing the New Vendor Registration as an Individual, Sole Proprietorship, or Single-member LLC (US-Based)

30 steps

Paymentworks

Using the link provided in the registration email from PaymentWorks, navigate to the New Vendor Registration Form. You may need to login to your PaymentWorks account. Click [[NEXT]] at the bottom of the page. This will take you to the first page of the form where you will enter your Tax Information.

**PLEASE NOTE:** Based on how you respond to certain registration fields (ownership type, country of citizenship/organization, etc.), some questions and fields may differ.

Tax Information

Select "**Individual, Sole Proprietorship, or Single-member LLC**" from the available options.

If you are a United States citizen or your single-member LLC is based in the United States, make sure that option is selected for the "Country of Citizenship."

Foreign individuals and companies will have different options.

Select your taxpayer identification number (TIN) type: - Social Security Number (SSN) - Employer Identification Number (EIN)

Depending on what option you select, you will be asked to enter your legal first name, legal last name, business legal name, SSN or EIN, and confirm your SSN or EIN.

**PLEASE NOTE**: The legal name must match the tax ID number, the name on the W9/W8 and needs to be the same name on the bank account. ***Mismatched information will not be approved.***

**Do not enter a Doing Business As (DBA) name in the Legal Name field**. The Personal Information section includes a field for business, trade, or DBA name.

PaymentWorks can create an IRS form W-9 for you automatically. Some fields will be automatically checked/greyed out depending on your previous answers.

**A Note on Backup Withholding** Backup withholding requires a payer to withhold tax from payments not otherwise subject to withholding. You may be subject to backup withholding if you fail to provide a correct taxpayer identification number (TIN) when required or if you fail to report interest, dividend, or patronage dividend income. Visit <https://www.irs.gov/taxtopics/tc307> for more details on backup withholdings.

Alternatively, you may want to upload your own W-9 into PaymentWorks, particularly if you have any exemptions or specific signature requirements. When uploading documents, make sure the document is in one of the following file formats: .PDF, .PNG, .JPG, or .JPEG.

Personal Information

Enter your business name, contact information, website, and a brief description of the goods or services your business provides to customers.

This is where you will enter the name (i.e. your name, business name, or DBA) for payment remittance.

Once you have filled out all of your tax and personal information, click the [[Next]] button at the bottom of the page.

Address Information

To verify the formatting of your Primary Address, Remittance Address, and Order Address for PaymentWorks, please visit: <https://www.smartystreets.com/products/single-address>. If your address is not formatted correctly, your registration could be returned.

For **Primary Address**, enter the address to which you want any tax-related information sent (e.g., Form 1099). This address should correspond to the address used on your tax filings.

For **Remittance Address**, enter the address for payment, if different from Primary Address. Otherwise, click the checkbox next to **Same as Primary Address**. Your Remittance Address should be where you would receive a check.

For **Order Address**, enter the address where you would like purchase orders sent, if different from Primary Address. Otherwise, click the checkbox next to **Same as Remittance Address**.

Once you have filled out all of your address information, click the [[Next]] button at the bottom of the page.

Purchasing Terms and Conditions

Review the University's purchasing terms and conditions and check the box certifying you have reviewed this information.

Receiving Payments from or Supplying Goods/Services to UAMS

Indicate whether you will be receiving payments from or supply goods/services to the University of Arkansas for Medical Sciences (UAMS).

If you answer "Yes" to this question, there will be addition fields you must complete in this section.

Foreign Investment Act

To comply with the University of Arkansas System's requirements under the Transparency in Foreign Investment Act (*Ark. Code Ann. §6-60-1201 et seq*), you must indicate your status according to the following options: - I am a citizen or national of the United States or one of its territories or protectorates. - I am a corporation or other legal entity created under the laws of the United States. - I am a foreign government, a corporation or legal entity created solely under the laws of a nation that is not the United States. - I am an agent foreign government, a corporation or other legal entity created solely under the laws of a nation that is not the United States.

If you selected United States as your Country of Citizenship/Incorporation or Organization on the **Tax Information** screen, then you should select either: - I am a citizen or national of the United States or one of its territories or protectorates. - I am a corporation or other legal entity created under the laws of the United States.

Supplier Category

Indicate if you are a **US Individual** (Individual or Sole Proprietorship) or **US Entity** (Single-Member LLC, Corporation, or other complex business entity).

If you are a **Subrecipient** you must choose that category from the **Supplier Category** dropdown menu.

Select the product and/or service you will be providing.

Select your payment terms from the options provided.

These options represent various payment terms commonly used in business transactions. - **Net X**: This indicates that the payment is due within X number of days from the invoice date. For example, "Net 30" means payment is due 30 days after the invoice date. - **X% Y, Net Z**: This indicates that the buyer can take a discount of X% if payment is made within Y days from the invoice date, otherwise the full amount is due within Z days. For example, "2% 10, Net 30" means the buyer can take a 2% discount if payment is made within 10 days, otherwise the full amount is due within 30 days. - **Immediate**: This means that payment is due immediately upon receipt of the invoice, with no specified credit period.

Purchase Order Information

In this section, you will indicate whether or not you accept Purchase Orders.

If you answer **YES** to this question, you will be asked to provide a PO delivery preference, accounts receivable contact information, sales contact information, cXML capabilities, and general contact email. Please provide the email where you want to receive POs.

Having cXML capabilities means you are able to exchange certain types of electronic documents (e.g., purchase orders and invoices) with other businesses. Think of it like being able to speak the same language as other companies, making it simpler and faster to buy and sell things online.

If you answer **NO** to "Do you accept Purchase Orders", you will only be asked to provide a general contact email for purchase orders and invoices and if you have cXML capabilities.

Diversity Information

If you are a registered/certified minority business, you will select "Yes" to the first question in this section. Then, you will select one or more of the following disadvantaged business classification types: - Small Business Enterprise (SBE) - Disadvantaged Business Enterprise (DBE) - Historically Underutilized Business (HUB) - Minority Business Enterprise (MBE) - Veteran-Owned Small Business (VOSB) - Women Business Enterprise (WBE)

If you selected "Yes" to the first question, indicate if you have registered and/or certified your minority business with the State of Arkansas. Then, select all disadvantaged business classification types that apply. For more information on minority and women-owned businesses, please visit <https://procurement.uark.edu/mwob.php>.

If you are not a registered/certified minority business, you will select "**No**" to all three questions in this section.

Conflict of Interest Information

Read the instructions and make the appropriate selections to the questions regarding Conflict of Interest. If you select "Yes" to any of these questions, there will be additional questions you must answer to complete this section.

**NOTE:** A conflict of interest can be described as a situation in which a person is in a position to derive personal benefit from actions or decisions made in their official capacity. If you are registering as an **Individual**, **Sole Proprietorship**, or **Single-member LLC**, answer these questions based on whether you are or were formerly employed by the University of Arkansas System (including it's subsidiary institutions), the State of Arkansas, or have an immediate family member (spouse/partner, children, parents, brothers, sisters, and grandparents) who is a current or former employee.

If you answer **YES** to any of the questions above, be prepared to provide additional documentation explaining the conflict of interest. Registration may be delayed until documentation is received and approved.

Additional Certification

Identify whether or not you or your company is currently engaged in a boycott of Israel or will be at any point during your contract with the University of Arkansas System.

Per Arkansas state law, if you do not certify and accept the Boycott certification statement, you cannot enter into any contracts valued at $1,000 or greater with the University of Arkansas System or any subsidiary institutions or agencies. Please review your answer and confirm that you do not intend to enter into any contract over $1,000.00.

Next, check the boxes certifying you do not employ or contract with any illegal immigrants and that the information provided is true, correct, and complete.

Payment and Banking Information

Finally, select **US Bank** from the **Bank Location** dropdown menu. Then select your method of payment from the following options: - **ACH General**: Electronic payment method governed/operated by the Automated Clearing House (ACH) Network and used for transferring funds between US bank accounts. - **ACH CTX**: Advanced electronic payment method for business transactions, providing more detailed remittance information than ACH General. - **Check**: Traditional paper-based payment method, issued by mail and deposited into a bank account. - **Wire**: Expedited electronic transfer of funds between banks, often used for large transactions or international payments.

The preferred method of payment for the University of Arkansas is ACH General or ACH CTX. Wires are for international payments only.

If you select ACH General, ACH CTX, or Wire from the dropdown list, you will be asked to enter the bank name, name on the account, account number, account type, routing number, and SWIFT code.

SWIFT codes are made up of 8 to 11 alphanumeric characters and serve as a standardized format for identifying a particular bank or financial institution during international transactions, such as wire transfers. **You will not need a SWIFT code if you are a domestic supplier.** For instructions on adding banking information for foreign suppliers please see the instructional guide "Entering Banking Information for a Foreign Vendor/Supplier".

Banking documentation must be dated within the last two years. Upload one of the following bank validation files to verify your banking information: - Letter on company letterhead - Voided check - Voided deposit slip - Letter from your bank - Copy of a bank account statement if it reflects all required information (bank name, routing number, account number, account holder name, and account type)

The purpose of a bank validation file is to ensure the accuracy and integrity of banking information before processing financial transactions. By cross-referencing the information in the file with the banking records or databases, organizations can verify that the provided banking details are correct and valid, thus minimizing errors and reducing the risk of failed or misdirected payments. A bank validation file typically contains a list of bank account details, including: - Bank name and identification information - Bank routing number - Bank account number - Account holder name - Account type (e.g., checking, savings, etc.) - Additional information, such as bank branch details or currency codes (for international transactions)

When uploading your bank validation document, make sure the document is in one of the following file formats: .PDF, .PNG, .JPG, or .JPEG.

Finish the **Banking Information** section by providing an email address for payment notifications and checking the box agreeing that PaymentWorks and the University of Arkansas System are authorized to automatically deposit money in your account.

PaymentWorks may need to verify bank account details by phone. Typically, they will use a public-facing number from the company website for this validation. For security reasons, PaymentWorks conducts bank validations over a phone call and not through email, as email is not a secure means of information transfer. If the supplier does not answer when they call or the company does not have a public-facing phone number, the registration may be returned.

Finally, enter your Bank Address information including country, street address, city, state, and zip/postal code. For US-based individuals and business entities, this address should be in the United States.

**Save and Exit** to save your work and return later to complete the registration process or **Submit** to complete your registration.

Once you submit the form, it will be reviewed by PaymentWorks before being sent to the University of Arkansas System for additional processing. You will receive confirmation of your submission and will be notified by email once the University of Arkansas System has completed the registration process.

Monitor your registration and messages in PaymentWorks. If there are issues with your registration, we will send you a message in PaymentWorks with details on how to resolve the issue.