Review some of the most common questions regarding PaymentWorks.
PaymentWorks FAQ
Last Updated: February 25, 2026 11:48:02 AM PST
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Why did we transition to PaymentWorks?
Analytica recommended PaymentWorks as part of the Supplier Risk Management engagement initiated by the University of California Office of the President and is being adopted by many of the other UC campuses.
Can I fill out the form on behalf of the payee receiving the invitation?
No - PaymentWorks onboarding process requires an email invitation to the payee, and using that email, the vendor completes and attests to their own information. The payee being onboarded must certify their login/password, tax ID information, and bank/payment method. Proxy registration is available only when deemed absolutely necessary for a non-PO payee. This KBA will provide a detailed step-by-step guide for completing that process.
How much does PaymentWorks cost for the payee?
There are no costs or fees associated with the PaymentWorks’ platform or registration process. This program is a free service for payees to provide and manage their information with their customer(s).
Did existing payees have their supplier number changed when we moved to PaymentWorks?
No, supplier numbers are generated by Oracle, which continues to hold the master supplier list for UC San Diego’s financial systems (Concur, Payment Requests, etc.).
Does my payee have to re-register in PaymentWorks?
If your payee does not need to change any of their information (tax information, addresses, payment method), then they do not need to re-register in PaymentWorks.
If your payee wishes to change any of the aforementioned information, then they should be invited to register in PaymentWorks. If they possess an existing PaymentWorks account outside of UC San Diego's PaymentWorks platform, please send the invite to the email associated with the existing account.Can I preview the New Vendor Registration Form before I send it out?
As a PaymentWorks user, you may be interested in previewing the registration form in order to assist payees with questions about the registration process. Previewing your registration form will allow you to see the registration fields and information your payees may need help with. In order to see an interactive example, you can click the following link while you are signed into an active PaymentWorks account:
Can the payee start their registration, partially fill out the form, then log into PaymentWorks later to complete their registration?
Yes, the payee can start their registration, save their progress, and then exit. The payee cannot submit their registration until all required information is provided.
What does Pending Internal Review mean on the Onboarding Tracker?
Pending Internal Review means that your payee’s registration has been submitted and is with one of our teams for review. Depending on how the payee answered the questions on the registration form, there may be additional levels of Internal Review that need to take place. This step normally takes 3-5 business days. If our teams have any questions about the registration, they will reach out to you or your payee.
For a full list of the different Onboarding Tracker steps and statuses, please refer to the PaymentWorks guide on the subject.How will I know when the vendor is connected?
The initiator will receive an email from PaymentWorks when the integration process is completed and an Oracle supplier number is assigned. Initiators can search for vendors on the 'Suppliers' tab in the 'Setup and Manage Supplier Portal'. Vendors with a green dot in the 'Connected' column indicate that they are fully connected on the platform. They will also be able to view the status of the invite on the onboarding screen.
Do employees (and student employees) need to register themselves in PaymentWorks?
No, employees (and student employees) cannot register themselves in PaymentWorks. They must update their information via UCPath. Before sending an invitation to a @ucsd.edu/@health.ucsd.edu/@eng.ucsd.edu email, please ask the person if they are a UC San Diego or UC San Diego Health employee.
Remember, individuals can be affiliated with the University in multiple ways. For example, a student volunteering in a lab could also be an employee for HDH. This person would need to be reimbursed as an employee, even though their reimbursement was for activities that they did as a student volunteer.
Do students need to register in PaymentWorks?
- Graduate students: Do not need to register in PaymentWorks. They are automatically loaded as payees using their TritonLink information.
- Undergraduate students: Must be invited to register in PaymentWorks if they are not actively employed by UC San Diego.
- Student employees (graduate or undergraduate): Do not register in PaymentWorks. They update their information via UCPath (see above).
Can payees submit invoices via PaymentWorks? Can I submit an invoice for my payee via PaymentWorks?
PaymentWorks does not support invoice submission. If a PO payee needs to submit an invoice they will need to be enrolled and submit it through Transcepta.
Where can I find how-to guides on using PaymentWorks?
We have created a KBA with links to useful guides on how to perform certain tasks within PaymentWorks.
Use TritonGPT or browse our Knowledge Base for immediate assistance. If you need further support, contact us through the Services & Support portal.