PaymentWorks FAQ

Last Updated: April 5, 2024 8:44:13 AM PDT

Review some of the most common questions regarding PaymentWorks.

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Why did we transition to PaymentWorks?

Migrating payee registration from Payment Compass to PaymentWorks is a necessary security measure to maintain the best defense against increasingly complex fraud schemes. 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.

Is Payment Compass going away?

Payment Compass will remain available for invoice submission and proxy registration until new solutions for these features are launched in 2024*. To check payment status we encourage you to use Oracle, which provides the most up-to-date information including payment details. To view our systems' most up-to-date list of payees, please refer to the Supplier Inquiry tab within the Procure-to-Pay Panorama.

*Stay tuned for more PaymentWorks and Payment Compass updates.

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. Payment Compass will remain available for proxy registrations until new solutions for these features are launched.

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 Request, etc.).

Does my payee have to reregister 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 reregister in PaymentWorks. All other payee functionality (review payment status, submit invoices) is still available in Payment Compass.

If your payee wishes to change any of the aforementioned information, then they should be invited to register in PaymentWorks.

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:

Interactive Preview of New Vendor Form

After doing so, your organization’s new vendor registration form should load so you can preview.

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. 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.

Can payees submit invoices via PaymentWorks? Can I submit an invoice for my payee via PaymentWorks?

PaymentWorks does not currently support invoice submission. If a PO payee needs to submit an invoice and they are not enrolled in Transcepta, they must be added as a Company Contact in Payment Compass (if they do not already have a login for Payment Compass). All payees can be searched for and found in Payment Compass, even if they registered in PaymentWorks. Alternatively, UCSD users that login via SSO can submit invoices for payees using Payment Compass.

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.