PaymentWorks is the process Rutgers uses to manage and contact suppliers. If you want to pay someone via Rutgers, they have to be set up as a supplier in PaymentWorks.

• There are a few exceptions to this as of Oct 2025. Candex is a third party system that allows for payments to individuals without paymentworks. Candex can be used for the following commodities: Honoraria, Travel reimbursement for external speakers/visitors, Athletic reimbursements.

PaymentWorks is basically the place Rutgers has the contact info for suppliers. It also points the suppliers to Bottomline to put in bank account info, if doing electronic payment. But payment doesn’t go through PaymentWorks. The only thing PaymentWorks does is allow you to have that supplier on the Rutgers requisition, and emails them the Purchase Order (which you can do directly).

Note: What to do if the supplier is in PaymentWorks but the contact info is out of date / they can’t access the portal / they don’t have the password information

If the contact information is out of date, you can change the email in PaymentWorks, but it’s an annoying process, and the sales rep/person you’re working with will have to enter a phone number do do 2-factor authentication. This basically ensures that once a new sales person comes into the role, they will not have access to the PaymentWorks account. This is fine, unless the bank account for the supplier is wrong, or unless you need to change the account to use ACH/Physical Check (if the wrong one was selected). If you need to do it, follow these instructions:

How To Delete a Supplier Profile

In Depth - PaymentWorks Payment Methods

Ask the supplier if they’re willing to onboard to PaymentWorks

Send them the below email (template), with the information you think they need to make the decision.

• Email template: PaymentWorks Explanation

Invite them to PaymentWorks

1. Go to my.rutgers.edu > Apps > Supplier Portal > Vendor Master Updates

2. Select “Send Invite”

3. You select options for the supplier in PaymentWorks, and click “send invitation”, and PaymentWorks will send them an invitation to the contact email you provide

   1. You select options like invoicing method, payment method (ACH, Physical check, etc), contact information
   2. PaymentWorks has to approve the invitation before it is sent. This takes a few hours usually. You can see whether the invitation has been sent yet on the PaymentWorks timeline on ‘Vendor Master Updates’, in ‘Onboarding Timeline’ tab
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4. Email the supplier explaining to them what to expect and what to do when they get the invitation email

   • Email template- PaymentWorks Invitation/Registration Explanation

5. PaymentWorks approves their invitation. Once the invitation is approved, the icon changes to “invitation approved and sent”

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6. They then fill out information for PaymentWorks

   (You can see if they’ve opened the email, started registration, etc based on the PaymentWorks timeline)

   1. They create an account with that email, and a password, and a phone number to link it to
   2. They have to upload a W9
   3. If doing ACH, they are directed to Bottomline, a platform which allows them to enter in bank information in a secure way and have Rutgers send an e-payment.
   • Example of the email they’ll get from PaymentWorks

7. Their registration is approved by PaymentWorks and Onboarding gets completed

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