Vendor Creation
When creating a vendor record in UAccess Financials, first please use the Vendor Information Form to obtain the required information and attach it to the PVEN.
For additional information and guidance on creating a vendor, we suggest reviewing the Vendor Creation tutorial.
In addition, a purpose for creating the vendor is required in the explanation field of the PVEN and can include, but is not limited to:
- The vendor is providing services
- The vendor/student is receiving reimbursement
- The vendor/payee is receiving a refund
- The university is purchasing tangible items from vendor
Accounts Payable will not approve any submissions without a purpose or vendor contact information.
Upon approval of the vendor record, Accounts Payable will initiate the vendor onboarding process to obtain a Form W-9 (when required) and an ACH Authorization Form ensuring a timely payment process.
Vendor Reactivation
Every May and November, Accounts Payable reviews vendor activity within UAccess Financials to maintain clean and accurate records that promote compliance and timely disbursement of payments. Vendors with no activity or payments within the past two years at the time of the review will be deactivated and marked as UNUSED VENDOR – DEACTIVATION AUTOMATION in UAccess Financials. Vendors created within 90 days of review will be excluded from deactivation and not impacted.
If a vendor is deactivated and there is a business need to reactivate it for payment, please complete the following:
- Locate the vendor in UAccess Financials
- Click edit under the Actions field
- Add a description and explanation for reactivating the vendor
- Verify current address and information are accurate
- Click the Active Indicator checkbox
- Use the drop-down menu to select the deactivated reason to a blank field
- Click Submit
If an updated Form W-9 or ACH Authorization Form is required, Accounts Payable will include the appropriate form(s) in the vendor onboarding process to reactivate the vendor.