Payment Basics:
Whenever possible, use the systems in place to make purchases to enable quick vendor payments (i.e. P-Cards and Ariba).
There will be many times that vendors will need to invoice us; this is very routine but can take additional time to process new vendors. PaymentWorks is the new vendor portal used to establish new vendors for Purdue. PaymentWorks automatically validate TIN/SSN/EINs and verify phone number and banking information for all vendors.
In rare circumstances a sub W9 is needed for processing, exceptions can be granted. Exception requests should be emailed to the Director of Business Operations & Admin (wbeutel@purdue.edu). They need to include the rationale and justification for why an exception to the process is being requested. The request must document the recommendation for approval by the appropriate DFA. Approval is granted by the Controller and Executive Director of Finance and Business Operations.
Effective 10/1/23, authenticated electronic signatures will be accepted on W-9s and Purdue's EFT/ACH forms. An authenticated electronic signature does not include Purdue's DocuSign.
Please ensure that you select the proper forms to prevent further delays. All forms will be submitted via Team Dynamix (TDX) as the new ticket system meets Purdue's security requirements for protected data.
There are four classifications of perspective payees:
- Current Employee
- Perspective Employee
- Personal and Small Business (Individual, Sole Proprietor, Single member LLC, Parnerships, S or C Corp)
- Standard Vendor (Anything not listed above)
If you have any questions, please contact the Business Office at busproc@purdue.edu as several individual monitor this email.
Additional information and resources can be found on EOBOC Procurement site: https://www.purdue.edu/treasurer/finance/operations/business-operations-and-centers/executive-offices-business-operations-center/eoboc-procurement-paying-invoices/
| File Name | Download |
|---|---|
| Fillable Reimbursement Log Template.xlsx | Download |
| Fillable Missing Receipts Form.pdf | Download |
| Fillable Electronic Funds Transfer Authorization (ACH) Form.pdf | Download |
| Banking Information Verification Form.docx | Download |
| Types of Personal Pmts.pdf | Download |
| Payee Certification - SAMPLE.pdf | Download |
| Fillable - Employee Personal Reimbursement Form.pdf | Download |
| Fillable - Payee Certification.pdf | Download |
| Fillable - Form-17c Form.pdf | Download |
