Definition

You have identified as a U.S. Entity because you are a business that is incorporated within the United States, as demonstrated by your tax documentation, and you are being paid as a business/entity. This guide provides clear information on how to complete the supplier registration process for U.S. Entities, as well as resources for modifying your company information when needed. 

Registration Process

1. Request an Invitation: Ask your campus contact (the department you are working with) to send you a PaymentWorks invitation.
2. Check Your Email: You will receive an email to register as a new payee.
3. Create/Log In: Use the link in the email to create a PaymentWorks account. If you already have one, simply log in and skip to STEP 3: Complete the NC State Registration form.
4. Complete Registration: Fill out the NC State registration form.

Next Steps

Once submitted, NC State will verify your information. If you have any questions, please reach out to Supplier Onboarding.

STEP 1: Gather Information

DESCRIPTION	REQUIRED	OPTIONAL
Business Legal Name	x
EIN (Employer Identification Number)	x
Tax Classification	x
Tax Classification Other Description	x
W-9 signed	x
DUNS Number		x
BusinessName or DBA (Invoicing Name)	x
Business Telephone Number	x
Preferred Email	x
Website		x
Description of Goods or Services		x
Primary Full Business Address	x
Remittance Address	x
Supplier Category	x
Insurance Information (if applicable, provide policy number, insurance certificate, and expiration date; if not applicable, select “I will not be providing insurance”)	x
Conflict of Interest Information	x
Payment / Banking Information	x
Accounts Receivable Contact Information	x

STEP 2: Create a PaymentWorks Account

1. Click on the link listed in the email invitation, which will take you to the PaymentWorks platform. 
2. Click on Join Now. 
3. Enter the following information for the person creating the account:
   • First name
   • Last name
   • Company name
   • Title
   • Phone number
   • Email address: Using a generic email address is strongly recommended. This will be your PaymentWorks login credentials.
   • Password
4. Click on Join Now.
5. Confirm your email address using the instructions in the activation email sent by PaymentWorks.
6. Click on Sign In.
7. Log in with your newly created PaymentWorks credentials. This will bring you to the NC State registration form. 

STEP 3: Complete the NC State Registration form

1. Log in to PaymentWorks with your credentials. 
2. Click on the Connect tab.
3. Use the information collected during step 1 to enter your information on the NC State Registration form.
4. Select a payment method from these options:
   • Virtual Payables: 30 days
   • Paymode-X (requires an additional enrollment): 30 days
   • ACH: 30 days
   • Check: 45 days
5. If you would like to receive credit card payments through Virtual Payables, please select Virtual Card when completing the Payment Information section and look out for an email from [email protected].
6. Click on Submit.

Vendor Help

For PaymentWorks-related inquiries, such as logging in, adding a new remittance address or changing bank account information, please use the PaymentWorks Payee Knowledge Base. To contact PaymentWorks Support directly, submit a ticket.

Additional Guidance

TOPIC	GUIDANCE
Email	PaymentWorks allows only one account per email address. If you have a large umbrella company, different accounts need to be created for each company under that umbrella.
Insurance	Insurance is not required for onboarding. Select “I will not be providing insurance” if this applies to you.  If you are providing insurance, use 2721 Sullivan Dr, Campus Box 7212, Raleigh, NC 27695 as the address.
Invoices	Submit invoices to your NC State customer, not through PaymentWorks.
Payment	If you are receiving an honorarium, register as yourself, not your company. Payment is not disbursed through PaymentWorks. It is a tool to collect vendor information, update as needed, and view invoice status.
Tax	Ensure that your EIN is valid with the IRS and matches the legal name entered in PW. It will automatically be returned to you if it is not.  A signed W-9 is preferred over the PaymentWorks-generated W-9. Please remove the checkbox allowing them to create one.
Updates	Contact supplier onboarding if updating TIN, Legal Name in PaymentWorks. We need to verify this information.
Vendor Classification	The classification of North Carolina State Agency refers specifically to the vendors found on the State Organizations list.

Supplier Onboarding Resources

• Procurement Ethics Statement
• Gift Ban
• W-9 Form
• Sales and Use Tax Exemption Certificate
• Supplier Information Manual for Campus
• Supplier Information 101 Training
• Vendor Registration Process
• Supplier Frequently Asked Questions

Helpful Links

• North Carolina Electronic Vendor Portal (eVP)
• Historically Underutilized Businesses (HUB)
• State of NC EVP Registration

Need Help?

Contact the Supplier Onboarding team.