Beginning May 1, 2026, the University of Utah will use PaymentWorks for new vendor requests and to update existing vendor information. Vendors will no longer be required to send sensitive documents via email and will be able to create and manage requests through the new system. This change is only applicable to Campus (BU01) processes.
This change is part of Financial Services’ ongoing efforts to reduce fraud risks, ensure IRS compliance and streamline the collection and processing of electronic W-9 forms.
About PaymentWorks
PaymentWorks is a secure, cloud-based platform used for onboarding and managing university vendors. The system provides a protected environment for collecting sensitive information—such as tax and banking data—while validating submissions to prevent fraud.
Vendor information required from departments
When initiating a new vendor onboarding request, departments will need to collect the following information:
- Vendor or company name
- A general business email address (e.g., @accountsreceivable, @sales, @info) or the email of the vendor contact responsible for managing accounts
EPR vendor requests
Vendor requests submitted through ePR may be initiated by emailing the vendor management team (VMT) at vendor@admin.utah.edu or by submitting an ePR request directly. Departments will no longer need to provide a vendor add form or a W-9.
Upon receiving the request, someone from the vendor management team will send a secure PaymentWorks link to the vendor. After the vendor completes their profile, VMT will review and approve the information. Once approved, the vendor profile will be created in the system, enabling departments to process invoices or other payment types.
Invoices will continue to be processed by the university’s Accounts Payable department.
UShop vendor requests
Vendor requests submitted through UShop will continue to be processed within the UShop system. The UShop team or a purchasing buyer will collaborate with the vendor management team to send a secure PaymentWorks link to the vendor.
After the vendor completes their profile, VMT will approve the information, which will create the vendor profile and allow a UShop purchase order to be generated.
Purchase order invoices will continue to be processed by the university’s Accounts Payable department.
Benefits for vendors
Once registered in PaymentWorks, vendors will have access to this free service, which allows them to:
- Complete the appropriate vendor form (long or short) as determined by the vendor management team
- View invoice status
- Access remittance details
- Maintain their supplier information
- Avoid payment delays caused by incorrect remit addresses or missing information
- Enable ACH payments by securely providing banking information
In centralizing vendor onboarding and documentation in PaymentWorks, Financial Services is excited to streamline workflows, strengthen fraud prevention efforts, ensure IRS compliance and enhance collaboration across the institution.
If you have questions or concerns about these changes, you can contact the vendor management team at vendor management team or the UShop office at ushop@utah.edu.