PaymentWorks Transition Window - May 5 - June 30
During this window, business units will be able to submit Buy@Duke carts, AP Check Requests, and SAP requisitions without a vendor/payee number or as a one-time vendor. Procurement and Supply Chain Management and Corporate Accounts Payable will remind those submitting transactions without vendor/payee numbers or the transition to PaymentWorks.
Beginning July 1, 2025, Procurement and Corporate Accounts Payable will return carts, requisitions, and check requests that do not include a vendor/payee number.
An Overview of PaymentWorks
PaymentWorks is a vendor onboarding and management platform designed to streamline and secure the vendor onboarding process, ensuring accurate payments, compliance, and transparency. It acts as a secure, cloud-based solution for both payers (organizations making payments) and payees (vendors receiving payments) to manage vendor information and facilitate payments.
The PaymentWorks platform helps automate the vendor registration process and offers some key advantages over the manual process Duke currently uses. Advantages of the Payments Work platform include:
- Safe and secure electronic vendor registration process where designated business staff invite vendors to register with Duke.
- Workflow routing of vendor registrations to Corporate Accounts Payable and Procurement and Supply Chain Management to facilitate timely vendor creation.
- Vendors can safely and securely enter bank account information, allowing Duke to issue payments electronically via ACH rather than a paper check.
- Provide invoice processing status and payment information for enrolled vendors receiving payment for invoices referencing a purchase order as well as those receiving payment via an AP Check Request.
PaymentWorks allows vendors and individuals receiving payments for honorariums or substantiated expenses to register and take advantage of the option to receive payments via ACH. The registration process is triggered by the business unit sending an invitation to the vendor/payee. PaymentWorks recognizes the difference between vendors and payees based on question responses, creating a flexible registration process that captures all necessary information while simplifying the process for payees.
All Buy@Duke shoppers and submitters, SAP requisitioners, and AP Check Request submitters will have access to the Vendor/Payee Registration tab in Duke@Work to send invitations to vendors/payees working with their unit. Business units should expect most new Duke vendors/payees (exceptions include foreign nationals) to register in PaymentsWorks. Most current vendors and payees with established vendor numbers in SAP may register through PaymentWorks if they wish to receive payments via ACH.
PaymentWorks Overview Sessions
Corporate Account Payable, in partnership with Procurement and Supply Chain Management and the Office of Education for Research Administration and Finance (OERAF), is hosting overview sessions to share information about PaymentWorks. Business Managers and Department AP Reps are encouraged to attend. Business Units may choose to share the invitation with those roles that the vendor/payroll tab in Duke@Work. Corporate Accounts Payable will host these sessions via Zoom Webinar with attendance capped at 1,000 participants per session. Registration is not required.
upcoming Sessions:
- Thursday, May 15 - 2:00 pm - 3:00 pm
- Select this link to attend.
- Tuesday, June 17 - 11:00 AM – 12:00 PM
- Select this link to attend.
- Wednesday, June 25 - 2:00 pm - 3:00 pm
- Select this link to attend.
- Select this link to view the most current slide deck used in the overview sessions.
*OERAF will post a recording of an overview session for those unable to attend.
The Vendor/Payee Registration Tab is now available in Duke@Work and can be used by business units to send invitations
Check this page routinely for more information, including a detailed implementation timeline, details on business processes that will change to support the transition, quick reference guides that will assist business units in navigating the new platform, and frequently asked questions designed to help business units work effectively and efficiently following revised business process to support the platform's use.