PaymentWorks Documentation for Corporations

The screenshots below are intended to assist Duke business units in understanding the screens that vendors/payees will see when walking through the PaymentWorks steps accessible once they receive the invitation to join Duke. This guide specifically reviews if the vendor/payee selects Corporation or other complex business entity for tax purposes in the New Vendor Registration Form.

Kristin Coombs
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Corporations - Completing the New Vendor Registration Form

PaymentWorks is a cloud-based system that isn’t customizable by Duke. Duke cannot control the requirements, and the documentation may become dated as PaymentWorks implements enhancements. Please submit a [Corporate AP Support Request](https://finance.duke.edu/departments-services/controllers-division/corporate-accounts-payable/contact-us/submitting/) if you notice incorrect information in this documentation.

After the vendor/payee activates their PaymentWorks account, and signs in with their login credentials, they will see the Duke University New Vendor Registration **Welcome** screen. This is the first section of the form. To continue, select **Next**. To view the steps prior to the New Vendor Registration Welcome screen, please see [An Overview of the New Vendor Registration Steps Quick Reference Guide](https://scribehow.com/viewer/An_Overview_of_the_New_Vendor_Registration_Steps__aWlR33_TReSiGW0zNibuCQ).

The vendor/payee will need to complete all required fields (all fields marked with a red asterisk) in each section of the New Vendor Registration Form and select **Next** at the bottom of the form to move to the next section or click the tab at the top of the form to move to the appropriate section.

The second section of the New Vendor Registration form is **Tax Information**. The vendor/payee will answer questions that best classify themselves. This guide specifically reviews if the vendor/payee selects **Corporation or other complex business entity** for tax purposes. Questions will update according to the tax purpose selection.

If **Individual or Sole Proprietorship** is selected, please see the [*PaymentWorks Documentation for Vendor/Payees Quick Reference Guide*](https://scribehow.com/viewer/PaymentWorks_Documentation_for_VendorsPayees__wGEc3yzDRI-KeIaksWLWyw?add_to_team_with_invite=True&sharer_domain=duke.edu&sharer_id=d0e8da52-156e-4755-80ee-8c2ea4b6e970) for instructions.

The vendor/payee enters their **Business Legal** **Name**. The vendor/payee enters the **EIN**, confirm the **EIN** and select the **Tax Classification.** When entering the **EIN,** ensure there are no dashes or spaces in the fields.

PaymentWorks will automatically create an electronic W-9, unless the vendor/payee opts out. Vendors/payees should review and confirm the information regarding the **Form W-9 Certifications**, **Tax ID Type**, and **Back-up Withholding**.

Continuing in the **Tax Information** section, ensure the **Citizenship information** is correct and review the **Certification Instructions**.

In the **Company Information,** area of the **Tax Information** section, the vendor/payee will complete all required fields. Select **Next**.

The third section of the form is the **Addresses** section. Under **Primary Addresses,** the vendor/payee completes the required fields. In the **Remittance Address** area, select the box **Same As Primary Address** if this address is the same. Select **Next** to continue.

The fourth section is the **Payment Information** section. Vendors select the **Bank Location Country** and the **Payment Method** and **Term.** - **ACH/Direct Deposit** payment terms are Net 30 days. - **Paper check** payment terms are Net 45 days.

**PaymentWorks can only send ACH payments to US financial institutions.**

If selected **ACH/Direct Deposit**, the **Banking Information** section will appear. The vendor/payee enters banking information. If selected **Paper Check**, select **Next** and continue in this guide to **Step 12.**

The vendor/payee will continue entering the **Banking Information** in the required fields. Upload a **Bank Validation File**. Please be sure the file is in English and it matches the bank information on the form. See the acceptable file options listed.

An invalid bank validation file may cause the new vendor registration form to be returned and delay the registration approval process.

Enter the **Email Address for Payment Notifications,** review the **Bank Authorization**, and **Bank Address**. Select **Next.**

In the final section of the form, the **Additional Information** section, complete the required fields. Drop-down menu selections will change the questions displayed for the vendor/payee in this section.

Continue answering the questions in the **Additional Information** section as required.

Continuing in the **Additional Information** section, in the **Conflict of Interest** **Information** area, review **Duke University's Conflict of Interest** policies section and answer the questions.

Select **Submit** to submit the New Vendor Registration form.

As part of the registration process, vendors/payees may receive a phone call from PaymentWorks to review the information they have submitted.

Saving the New Vendor Registration Form

If a vendor/payee needs to save the New Vendor Registration form, they can select **Save and Exit**. Once ready to complete the form, they need to log into their PaymentWorks Account. In the middle of the Home screen, on the Customers section they will see the status of their Registration form. The vendor/payee can select **Continue Registration** to continue filling out the form.

What happens after the Vendor/Payee Submits the New Vendor Registration Form

After the vendor/payee submits their new vendor registration form, they will be notified through email that Duke has approved their form or if the form is returned for correction. Vendors/Payees can track their onboarding status through their profile in PaymentWorks by logging into their PaymentWorks account.

In some instances, a registration may be returned to the vendor/payee. The vendor/payee will receive a message indicating the reason for the return and corrective action needed. The vendor/payee will need to make any corrections and RESUBMIT the New Vendor Registration form.

If the Vendor/Payee has Questions...

If the vendor/payee has questions related to clarification on documentation their being asked to provide during the onboarding process or technical assistance with the registration form, please have them contact [PaymentWorks Support](https://help.paymentworks.com/contactsupport) If the vendor/payee has questions related to doing business with Duke, please have them submit an [*Accounts Payable Customer Service Request*](https://finance.duke.edu/departments-services/controllers-division/corporate-accounts-payable/contact-us/submitting/) or reach out to [procurement@duke.edu](mailto:procurement@duke.edu)for assistance.

For Vendor/Payee Reference Materials, the vendor/payee can utilize the PaymentWorks [Payee Knowledge Base - Help Center](https://help.paymentworks.com/knowledge-base/payee-knowledge-base)