Vendor Onboarding

PaymentWorks shows the status of all pending supplier invitations.  Follow the steps below to find your invitation.

If you are already logged into PaymentWorks, skip to step 4.

Step 1:  Log into PaymentWorks

• Log into PaymentWorks by navigating to the Mines My Apps page.
• PaymentWorks uses Single-Sign-On (SSO) for login.  If you are already logged into Mines through SSO, clicking on the PaymentWorks tile will take you to the PaymentWorks site. If you are not logged in, enter your SSO credentials.

Step 2:  Select “Vendor Master Updates” Section

• From the PaymentWorks homepage, select the “Vendor Master Updates” tile.

Step 3:  Select the “New Vendors” tab

• On the tabs located at the top of the page, select “New Vendors.”  Depending on your role in the system, this tab may appear in a different order.

Step 4:  Show the “Onboarding Tracker” 

• Select the “Onboarding Tracker” from the drop down on the left of the page.

Step 5:  Locate Supplier Invitation  

• If your pending supplier onboarding is not visble in the list of “Onboardings,” enter the “vendor name” in the filter fields.

• The Onboarding Progress steps include:

If an invitation needs to be modified after it has been sent, it is possible to modify the invitation; however, the invitation can only be modified by the inititor of the invitation, or by the Vendoring Team.

Step 1) New Vendor Tab

• From the “New Vendors” tab, navigate to the Onboarding Tracker.

Step 2) Modify

• Expand the invitations and click “Invitation Detail” to see more information and modify using the buttons at the bottom.

• You can cancel, disable reminders or resend the invitation.

To onboard an individual for payment, a Mines employee may send the OnBase Onboarding Form link via email.  The individual must complete the registration.

Below is the process workflow for onboarding individuals for payment.

OnBase will send an email notification to the Campus Initiator once the individual/organization has been onboarded into Workday.

At that time, the Campus Initiator can continue to submit any necessary forms within TDX or WorkDay to initiate payment.

As risks around payments fraud increase, Mines recognizes the importance of ensuring supplier data is accurate and secure. PaymentWorks allows for continuous monitoring and updating of information while preventing fraudsters from compromising existing vendor records and redirecting payments.

Vendors and organizations that receive payments from Mines will now have a streamlined process for managing their profile and contact information, securely entering and updating banking information, selecting preferred payment method, and updating important tax documents.

Access to PaymentWorks can be found through the my.mines portal. You can search “PaymentWorks” at the top.

To check if a supplier is in PaymentWorks, follow Steps 1-5 in the “PaymentWorks Onboarding” section above. 

If the supplier is active, you may use the search on the “Vendor Profiles” tab.

Yes! All Mines employees will have the ability to log into PaymentWorks via single sign on (SSO), and send an invitation to a supplier in order to register.  To send an invitation, follow the instructions in “PaymentsWorks Onboarding” above. 

No. You do not need to send an invitation to suppliers who are already a supplier Workday.  Current suppliers are being added to PaymentWorks and will receive a special email instructing them to verify their company and banking information.  

 For all current vendors, we are doing a partial load of their info into PW, and we will be sending out special invites for them to link their PW accounts.  They will still be in Workday and payable without a linked account.  The main issue will be if they need to update their remit.  They will need to set-up their PW account, and if they haven’t verified their account by June, it may affect their ability to receive payment. 

MAPS will take the lead on getting existing vendors into PaymentWorks. If campus has a new vendor needing to be onboarded, the campus partner will need to initiate the new vendor invitation within Payment Works.

For purchase orders, from March 10, 2026 onward, the Procurement team will initiate new vendor invitations for all vendors associated with a PO.

For non-PO payments, campus requestors will need to initiate new vendor invitations for any invoice payment under $5k (i.e. Direct Pays).

The campus initiator is responsbile for sending and monitoring the invitation to the supplier.  This includes ensuring that the email was valid and delivery did not fail, resending the invitation if the supplier has not opened the email, and following-up with the supplier if they have not submitted their registration information. 

Once the supplier has submitted their information, the vendoring team is responsible for assisting with and approving the validation and verifcation.  If there is an issue with the supplier’s submitted information, the vendoring team will work with the supplier to correct the issue. 

If a supplier is experiencing issues with their account, or submitting information, the supplier must contact PaymentWorks support directly.  Mines does not have access to the PaymentWorks onboarding form or supplier account information in order to assist with system issues. 

PaymentWorks will send several status emails to campus initiators related to the status of vendor onboarding. When a campus initiator receives the “Payee Invitation Fully Onbarded” email, they can submit any necessary forms within TDX or WorkDay to initiate payment.

W-9 forms are used by US residents/entities to certify their Taxpayer Identification Number (TIN) for income reporting (1099).

https://www.irs.gov/forms-pubs/about-form-w-9

W-8 forms are used by non-US individuals/entities to certify foreign status and claim tax treaty benefits, preventing default 30% withholding on US-source income.

https://www.irs.gov/forms-pubs/about-form-w-8-ben

 Both ensure proper IRS tax compliance.

Mines requires a bank document that includes the account holder’s name, account number, and routing number.

• Voided check
• Voided deposit slip
• Letter from your bank
• Copy of a bank account statement (account balances may be redacted)

Mines is requiring that all suppliers register within PaymentWorks by May 31, 2026. Prior to this deadline, suppliers currently in Workday will continue to receive payment.