Vendor Payments

How to Process Vendor Payments

Processing vendor payments is as easy as one, two, three! Your first step is to ensure your vendor or supplier is properly set up in PeopleSoft to create a purchase order (PO) requisition in Rowdy Exchange or to process a non-PO payment. Register vendors in our PaymentWorks platform by inviting them to participate. Visit the Vendor Setup page for instructions.

To process your vendor payments, send all invoices associated with the POs to Disbursements & Travel Services. Ensure you reference a valid PO number.     

Processing an After-the-Fact (ATF) Purchase Order

If an approved contract or PO were not completed before goods were purchased or services rendered, then process an after-the-fact PO to pay for goods or services. Go to Rowdy Exchange to complete electronic ATF form. Send your invoice to Disbursements & Travel Services and reference ATF number for processing of payment.

• Texas Prompt Payment Law
• Memberships Paid by University Funds
• Business Related Hospitality and Entertainment Expenditures

1099-MISC and 1099-NEC Forms

Some of your vendors may merit a 1099 at year-end according to the IRS when paid $600 or more for the calendar year. Effective 2020, the 1099 form was redesigned with the purpose of separating and reporting Non-Employee Compensation on a 1099NEC. Forms are mailed out to vendors by the IRS deadline, Jan. 31.

Job Aids to Help You Process Vendor Payments

Use the following tools to guide you through the process:

• How to Set Up a Supplier Using PaymentWorks — Initiator Role
• Processing Non-PO Vouchers Using UTShare/PeopleSoft
• Creators of Non-PO Vouchers
• Invoice template
• Process Map for Business Contracts
• List of Budget Checking Errors
• List of Most Common Errors
• One Card Training