Kuali Vendor Onboarding (KVO) System Web Guide

UCI works with thousands of vendors each year. In order to pay these vendors, they must first be entered into UCI’s financial system. The Kuali Vendor Onboarding System (KVO) is an electronic process that allows campus users to request the addition of a new vendor to the campus financial system for the purposes of direct payment.

This website was created to assist users with every step of the vendor onboarding process. An overview of the process is below and detailed instructions can be found on the other pages of this site.

KVO Process Overview

1. Verify Vendor is not Onboarded or in Process 2. Request Onboarding 3. Request is Approved and Invite is Sent 4. Vendor Completes Registration Form 5. Vendor is Approved 6. Ready to Pay!

The KVO process typically takes about 2-3 business days to complete, but this depends on the vendor promptly completing their part of the registration process. For more information, please review the other pages in this support site or contact the KVO Coordinator using the information below.

Process Step Detail

Process Step Description More Information
1. Verify Vendor is not Onboarded The departmental requestor searches KFS to make sure the vendor hasn't already been onboarded. The requestor should also check that the vendor is not already in the process of onboarding by searching KVO.
2. Request Onboarding If the departmental requestor can't find the vendor in KFS or KVO, they log into the system and electronically submit a request to invite the business or individual to become a vendor.
3. Request is Approved and Invite is Sent

The KVO Coordinator will review the request. If it is approved, the KVO System will automatically proceed to the next step. If the request cannot be approved, the coordinator will let the requestor know why. The KVO System sends the future vendor an onboarding invitation email, which includes a link to our electronic Vendor Registration Form. They must complete it in 30 days.

  • No action required. This step is completed by the KVO Coordinator
4. Vendor Completes Registration Form The business or individual completes and submits the online Vendor Registration Form.
5. Vendor is Approved The KVO Coordinator reviews the submitted Vendor form and approves the new vendor in KFS.
  • No action required. This step is completed by the KVO Coordinator
6. Ready to Pay After the vendor is approved, the financial system will generate a Vendor Number and notify the person who requested the new vendor.

Contact the KVO Coordinator

The pages in this support site provide more detail about all of these steps. If you have a question that is not addressed here, please contact the KVO Coordinator at KVOCoordinator@uci.edu.