Supplier Set-up 

Conventional Suppliers  -  Payment Works 

Check Workday to see if your supplier is already a supplier in Workday before sending an invite.

For Check, Wire, and ACH Payments.

RISD has adopted the PaymentWorks solution to streamline and manage the supplier onboarding process by reducing manual tasks and the significant time and risks associated with them.

PaymentWorks Login:  PaymentWorks (Requires SSO)

PaymentWorks - Introduction Deck 

Training Video: Create Supplier Request (invitation)

PaymentWorks can notify all users the status of their invitations and when their supplier request is set-up in Workday, but each user must set-up their notification preferences.  (see pg 25 of the Introduction Deck).

New Suppliers: All new payees/suppliers who conduct business with RISD will onboard through PaymentWorks prior to conducting business. Suppliers may choose their payment via Check, ACH, or Wire (International Only)

New suppliers also must meet RISDs Minimum Insurance Requirements for Vendors.  Questions on insurance should be directed to Risk Management.

RISD Students & RISD Employees: Should not be set-up in PaymentWorks.

Non-US Citizens:  

• If any service is being completed within the United States, the individual needs to be cleared by International Student & Scholar Affairs (ISSA)  before committing to compensate a non-US citizen payee, in order to ensure that disbursements meet proper requirements. 

• If the services will be completed outside the United States (aka via Zoom), the recipient can be invited to be a supplier via PaymentWorks without Academic Affairs or ISSA's involvement.

Existing Suppliers: (suppliers in Workday, but not in PaymentWorks). There is no interruption to doing business, however, existing suppliers will need to be invited to PaymentWorks to update any information to their supplier profile (address change, banking info, etc.). 

RISD Departments may also invite existing suppliers to PaymentWorks to convert the supplier's payments to ACH (Direct Deposit).

Updating Existing Supplier Profiles:
All existing suppliers must update their profiles (e.g., address, phone number, bank account) through PaymentWorks.

• Suppliers with a PaymentWorks login: Log in and edit your profile directly.

• Suppliers without a login: RISD departments must send an invitation to PaymentWorks. Follow the same process outlined for new suppliers (listed above).

Questions on PaymentWorks may be directed to accpay@risd.edu

For technical assistance suppliers should visit PAYMENTWORKS HELP CENTER.

Credit Card Suppliers

Requests for credit Card suppliers are made by completing the "Create Supplier Request" Task in Workday.  Job Aid

Processing payments

Accounts Payable processes all payments for the college.

How to Pay a PO-Invoice

Step One:  Email supplier invoice to accpay@risd.edu authorizing payment.  Include related PO#

Step Two:  Create a Receipt for the Purchase Order (PO). Job Aid Available Here.

How to Pay an Invoice 

This job aid outlines how to complete a Supplier Invoice Request (SIR) and is limited to the following invoices:

• Non PO related invoices (up to $2,500)

• Single payment contracts (contract must be attached to SIR) 

• Some small invoices under $2,500 could be able to be charged to a RISD T&E Card or P-Card depending on the supplier.  The Credit Card page can provide additonal details about RISD Cards.

How to Pay a Contract 

If the contract is a single payment contract, it may be paid via Supplier Invoice Request (SIR).

If the contract includes multiple payments it needs to be executed in Workday via a requisition:

Steps:

1. Create a requisition in Workday and attach the executed contract.  Choose the "Request Service" Option - view screenshot here

2. Procurement will review the requisition and when approved, issue a Purchase Order (PO). Users will get a notification in Workday that their PO has been issued.

3. Payments to the supplier can be made by:

   • Create a Receipt for the Purchase Order (PO). Job Aid Available Here

and

3. • Email supplier invoice to accpay@risd.edu authorizing payment.  Include related PO#.

Reimbursements & Expense Reports:

Employee out of pocket expenses are processed via the Create Expense Report task in Workday. Employees can have reimbursements paid via direct deposit into their bank account. Please review this overview (link to come) of pay management options for directions on how to set up direct deposit for reimbursements in Workday.

Payments to Students & Miscellaneous Payments

If you need to request a refund, reimbursement, award or prize payment for a student, you may do so by using the Create Miscellaneous Payment Request task in Workday. Students signed up for direct deposit in Workday are eligible to have reimbursements promptly deposited into the appropriate bank account as established by the recipient.

Students cannot be paid honoraiums or work as independent contractors

The Create Miscellaneous Payment Request functionality also enables one-time, non-reportable payments (refunds or reimbursements) to business entities or individuals who are not RISD employees.

Additional Information: Expense Report Website

Miscellaneous:

Checks are mailed to the remit-to address on the supplier file. Pick-up check service is not available; all checks are mailed directly from the bank.

Allow 5–7 days for payment processing. Please note that wire requests are processed by the Controller’s Office.

RISD supplier payment terms are net 30 days for ACH and net 45 for check payments. All payments will be made in accordance with this policy. Exceptions can be made for pre-negotiated payment discount programs. Payments to individuals are generally paid upon receipt.

Accounts Payable will only issue payments when:

1. The supplier is set-up via PaymentWorks and has a SUP# in Workday

2. A Supplier Invoice Request (SIR) is submitted and approved in Workday and a dated and uniquely numbered supplier invoice is attached.  RISD Accounts Payable has the right to refuse any insuffienct invoice.

or

For purchase order (PO) related purchases, a receipt is created for the PO and the supplier invoice is emailed to accpay@risd.edu requesting payment..

3. Accounts Payable may require a supplier update their W-9 within PaymentWorks if the suppier's W9 is out of date. 

Statements are not acceptable as they are not the equivalent of an invoice.