For Vendors, Suppliers, and Individuals
Anyone seeking to do business with or be paid by the University needs to be set up as a vendor.
PaymentWorks is the vendor onboarding and management system used by Columbia to invite vendors (entities and individuals) new to the University in addition to existing vendors that have not yet completed the PaymentWorks onboarding process. Vendors receive invitations from Columbia to register and will be able to enter all of their information safely and securely.
New Vendor Onboarding
You will receive an email inviting you to register with PaymentWorks and complete the New Vendor Registration Form.
The New Vendor Registration Form asks for the following:
- Enter business details such as address, tax information, banking, insurance, etc.
- Enter Columbia-specific information or make updates if it changes.
It is important to use the invitation link you receive via email to begin vendor registration with Columbia University via PaymentWorks. If you are not the right person to complete the New Vendor Registration Form, please forward the email invitation to the appropriate contact at your company.
If you already have a PaymentWorks vendor account but have not registered with Columbia, you must receive an invite from Columbia in order to connect accounts. You need to complete all of the required fields on the New Vendor Registration Form, including the Columbia-specific information.
Below is a sample invitation email. Click the highlighted link in your email to begin the registration process.
When completing the PaymentWorks New Vendor Registration Form, most of the requested information is standard for all customers who use PaymentWorks. However, in addition to this standard information, Columbia requests additional details outlined below.
Diversity information (U.S. Entities Only)
You are required to indicate if your business is a certified diverse business (such as a minority-owned, woman-owned, or veteran-owned business).
- If you select Yes, you must choose the applicable diversity certification type, indicate the expiration date of your certification and/or the last date of your Certification Attestation/Affidavit, and then upload the actual Certificate and/or Attestation documentation.
- Other fields may also be required based on the applicable diversity certification you select.
For more information, visit Facilities and Operations' CU Grow Program.
Facilities Supplier of Goods and Services
If you select Facilities Supplier of Goods and Services as the Vendor Classification, you must enter a Company Signatory Name, select Primary or Authorized signer, and choose a Primary Trade & Specialty and Union Type.
Union Status
In the Union Status dropdown, you can select Union, Non-Union, or Both. Indicate Both if some parts of your business are unionized while others are not.
You can track the status of your connection to Columbia and other customers you may have registered with using PaymentWorks.
Log in to your PaymentWorks account. Your onboarding status appears on the Home or Customers page.
PaymentWorks will only display the invoices you submitted to Columbia that were Paid or Rejected—not those that are in process.
Inquiries regarding invoice or payment status should not be made through PaymentWorks.
To view your invoices being processed by Columbia, refer to the Columbia Finance AP Payment Status & Remittance Tool where you can use the ARC Vendor ID Lookup tool to search for your Vendor ID Number in our financial system (ARC). You need this number to look up payment status or remittance information within the tool.
Instructions for Existing Vendors
After you have submitted a New Vendor Registration Form, your Company Profile will be created. This is where you can update your business or personal information as needed.
To review and/or update your registration information, click the Profile icon with your initials and select Company Profile. Refer to the Updating Company Profile Information web tutorial.
As a PaymentWorks vendor, you may need to edit information specific to your registration with Columbia that does not apply to your other customer(s).
- Log in to your PaymentWorks account and navigate to the Customers tab to view your list of Customers.
- Click the Manage button associated with the Columbia University customer profile.
- The registration form will appear for you to edit information.
