Guide for U.S. Individuals

Definition

You have identified as a U.S. individual because you have United States citizenship, as demonstrated by your tax documentation, and you are being paid as an individual. This guide provides clear information on how to complete the supplier registration process for U.S. Individuals, as well as how to modify your information when needed.

How does the process work?

To become an USA supplier, please request a supplier invitation from the department to whom you will be providing goods or services. You will receive an email notification inviting you to register as a new vendor payee.

Once you receive the USA invitation, you will first create a PaymentWorks account and then complete the registration. USA will then verify the information you submitted. If at any point you have questions, please contact us at vendor_onboarding@southalabama.edu. We will be happy to assist you with any questions or concerns you may have.

Follow the instructions below to create your PaymentWorks account. If you already have a PaymentWorks account, skip to step 3 to complete the USA Registration form.

STEP 1: Gather Information

DESCRIPTION	REQUIRED	OPTIONAL
SSN (Social Security #)	X
Business Legal Name	X
Tax Classification Other Description	X
W-9 (can upload or system generate the form)	X
Full Name or DBA (Doing Business As)	X
Telephone Number	X
Preferred Email	X
Website		X
Description of Goods or Services	X
Primary Full Business Address	X
Remittance Address	X
Supplier Category
Insurance Information (if applicable, provide policy number, insurance certificate, and expiration date; if not applicable, select “I will not be providing insurance”)		X
Conflict of Interest Information	X
Payment / Banking Information	X
Accounts Receivable Contact Information	X

STEP 2: Create a PaymentWorks Account

Click on the link listed in the email invitation, which will take you to the PaymentWorks platform.
Click on Join Now.
Enter the following information for the person creating the account:
- First name
- Last name
- Phone number
- Email address -This will be your PaymentWorks login credentials.
- Password
Click on Join Now.
Confirm your email address using the instructions in the activation email sent by PaymentWorks.
Click on Sign In.
Log in with your newly created PaymentWorks credentials. This will bring you to the University of South Alabama registration form.

STEP 3: Complete the Registration Form

Log into PaymentWorks with your credentials.
Click on the Connect tab.
Use the information collected during step 1 to enter your information on the University of South Alabama Registration form.
Select a payment method from these options:
- ACH
Click on Submit.

Vendor Help

TOPIC	RESOURCES
Account Help	Connecting as New Vendor
Banking Help	Bank Validation Documentation Bank Validation Call From PW
Support Help	How to Contact PaymentWorks Support
Tax Help	Tax Information Help How To Fill Out Tax Forms and Upload To PaymentWorks Account
Updates Help	Updating Personal Information Editing Bank Account and Remittance Information

Additional Guidance

TOPIC	TOPIC
Email	PaymentWorks allows only one account per email address. If you have a large umbrella company, different accounts need to be created for each company under that umbrella.
Invoices	Submit invoices to your University of South Alabama customer, not through PaymentWorks.
Payment	If you are receiving an honorarium, register as yourself, not your company. Payment is not disbursed through PaymentWorks. It is a tool to collect vendor information, and update as needed.
Tax	Ensure that your EIN is valid with the IRS and matches the legal name entered in PW. It will automatically be returned to you if it is not. A signed W-9 is preferred over the PaymentWorks-generated W-9. Please remove the checkbox allowing them to create one.
Updates	Contact supplier onboarding if updating TIN, Legal Name in PaymentWorks. We need to verify this information.