Checking Onboarding Status in PaymentWorks

After you request an onboarding invitation be sent to your vendor, you can check the status of that invitation at any time in PaymentWorks. 

  1. Login to PaymentWorks (see the inviting vendors page for details) 
  2. From the main menu, you should click on the box that says "Vendor Master Updates"
  3. Select the New Vendors Onboarding dashboard

PaymentWorks Vendor Dashboard screen

The dashboard view defaults to the latest date order in the "Updated" column. For quick help, you can watch the video linked in the dashboard. You can also see it here: Initiator Video

Filtering Results

By default, PaymentWorks shows invitations from all UCI users - not just invitations that you have requested. For this reason, initiators should never enter any private, sensitive or personal identifying information related to HIPAA. When checking the status of an invitation, we recommend using the filters to narrow your results.

Commonly Used Dashboard Search Fields:

  • Invitation Initiator (enter your UCInetID to see only your invites) 
  • Vendor Contact E-Mail
  • Vendor Name

Tracking Invitation Status

The dashboard can be used to track the vendor registration and onboarding completion. When tracking your invite, pay special attention to the following:

  • Once the Initiator submits the invite request, the INVITATION status is "Pending Approval." This means it is awaiting review by the UCI Vendor Coordinator.
  • When the Vendor Coordinator approves the invite request, the INVITATION status changes as it is processed, according to the table below. 

Invitation Statuses

Status

Explanation

Pending Approval

Invitation is in the Vendor Coordinator queue for review.

Sent

Acknowledges that the invitation was sent. If status remains over 2 days, the email address needs to be validated.

Delivered

Invitation was delivered to the vendor’s email.

Opened

Vendor opened the invitation email.

Clicked

Vendor read the invitation email and clicked the link to create a PaymentWorks account.

Rejected

Vendor Coordinator rejected the invitation request.

Undeliverable

Invitation delivery was unsuccessful. This usually indicates the contact email address was invalid.

Cancelled

The invitation has been cancelled.

Tracking Vendor Account Status 

When the vendor registers in PaymentWorks, the VENDOR ACCOUNT status changes. These statuses primarily are related to the vendor creating an account with PaymentWorks. 

Vendor Account Statuses

Status

Explanation

No Account

Vendor has not used their invitation nor click the link to create a PaymentWorks account.

Registered

Vendor account was created but not activated.

Email Validated

Vendor has created and activated their account.

Tracking Registration Status

The NEW VENDOR REGISTRATION status changes based on the vendor’s registration activity. You can review all of the possible statuses in the table below. When the New Vendor Registration status is completed, you will see the KFS parent vendor number, this indicates that the vendor/payee is now in KFS. At that point, you should go to KFS to view full vendor information or initiate eDocs

New Vendor Registration Statuses

Status

Explanation

Not Started

Vendor has not entered information on their registration.

In Progress

Vendor started entering information on the registration but has not submitted.

Submitted

Vendor submitted their registration.

Returned

The registration has been returned to the vendor in order for a correction to be made. The vendor will be emailed directly with the requested correction. They will also receive a message in their “Messages” tab on the dashboard.

Approved

The registration has been approved by the Vendor Coordinator.

Rejected

Vendor rejected the registration.

Processed

The registration has been entered by the vendor and sent to your campus vendor coordinator for entry into KFS.

Complete

The vendor record has been created in KFS, and the vendor number has been issued. The KFS vendor number will appear under “New Vendor Registration”.

Need Help? If you have any questions about the status of your invitation, please contact the UCI Vendor Coordinator at vendor-coordinator@uci.edu