UCR Supplier/Payee Portal Overview
Return to Financial Applications
The UCR Supplier/Payee Portal in Oracle Financials is an online self-service platform integrated with the campus financial system, commonly used by organizations to enhance the security and confidentiality of supplier information. Completing registration is required to issue payment and/or purchase orders and helps UC Riverside ensure they have up-to-date and accurate information about their suppliers. It also aids in compliance with various tax regulations and helps maintain the security and confidentiality of supplier information.
*Employees (including Student Employees) wishing to update their remittance information should go to UCPath to update their information.
Inviting a New Supplier/Payee
If a department wishes to issue a payment or do business with a company/individual, the supplier/payee must be invited to register in the UCR Supplier/Payee Portal.
First consider if the payment is for a Requesting Reimbursement/Refund-Only Supplier. Tax reporting is not associated with this type of payment; this guide (link) walks through the simplified process.
All other purchase order (PO) and non-purchase order (non-PO) suppliers need to be requested through the following steps. A guides is also available (link).
- Ensure you have the UCR Supplier Requestor JR role in EACS.
- Log in to Oracle Financials, navigate to Procure to Pay > Suppliers > Task Bar > Register Supplier, and complete the Register Supplier form fields as thoroughly as possible.
- Be sure to select the proper Request Reason type.
- When inviting a non-employee to register, it is best to send their invitation to register to a personal email address (example: @gmail.com, @yahoo.com, @hotmail.com, etc.).
- The appropriate central office will review the department's supplier request and justification. If approved, the supplier will receive an email from 'UCR Supplier/Payee Registration' asking them to register in Oracle with guidance on how to complete their registration.
Preferred Payment Method: PCard
For purchases under $10K, the PCard is UCR's preferred method. If a vendor accepts Visa, do not request a new supplier. Using a PCard simplifies the purchasing process, eliminates the need to onboard new suppliers and streamlines payment.
Domestic vs. Foreign Supplier Requests
UCR prioritizes working with domestic suppliers for several reasons:
- Economic Support: Keeps funds within the domestic economy.
- Simplified Payments: Domestic payments are easier to manage and avoid costly wire transfers.
- Recourse for Issues: Dispute resolution is smoother with domestic suppliers.
- Acceptance of Terms: Domestic suppliers are more likely to accept UC’s terms and conditions.
Agreement Suppliers
Always check for existing UC or UCR agreements before making a purchase:
- Benefits: Pre-negotiated agreements offer the best pricing, quality, and service value.
- Verification: Check for catalog alternatives if a supplier is not listed in Oracle Procurement.
- More Information: Visit UCOP Procurement – Systemwide Contracts for details on agreements organized by commodity categories, updated monthly. If you need to work with an agreement supplier, not in Oracle, submit a Supplier Request and include the UC Agreement details.
Department Supplier Requestors should serve as the main contact for their requested suppliers and payees, assisting them through the onboarding process.
- If you're unsure where a supplier is in the process, use the "Prospective Supplier_Payee Status Summary Report (Department)" in Oracle Financials. This report allows you to check if a supplier is spend-authorized or to review their status in the setup process. Access the report via Tools > Reports & Analytics > Browse Catalog > Shared Folders > Custom > UCR > Reports > Supply Chain > Procurement > BI. Select the Supplier/Payee name and/or number from the dropdown to run the report and click Apply.
- For payments (excluding one-time reimbursements), request and complete payee onboarding before the individual(s) arrive on campus. Payees must submit all necessary information and tax forms. We acknowledge this can be challenging and may require staff assistance.
- The ePay supplier database is refreshed every six hours beginning at midnight. If a supplier is spend authorized at 9 a.m., they will not be available until the afternoon refresh.
Sample: Prospective Supplier_Payee Status Summary Report (Department)
Registration Requirements
As suppliers/payees are completing their registration, pay close attention to these key actions:
- Every supplier/payee must attach one valid federal tax document per IRS regulations and, if applicable, one valid state withholding document per California requirements. The documents are available for download in the portal.
- Every supplier/payee must provide at least one ‘Remit To’ address for payments.
- Suppliers must click Save, Review Changes, and then hit the Submit button to send us your completed registration. The University will only receive your registration/profile information if this step is completed.
- For PO Suppliers, a valid insurance certificate should be uploaded during the initial registration process.
Guides to Assist Prospective Supplier/Payees
Reminder to only share the most current guidance to expedite the process, as there have been updates since its initial implementation. Guides are available on the Training Resources webpage. Below are the most commonly used guides:
Central Office Support for Registration
1. For supplier/payee inquiries that require central office support, the Department Supplier Requestor should continue to submit tickets at ucrsupport.service-now.com/finadmin_portal.
2. If you cannot resolve an onboarding issue, the supplier/payee can book a zoom session with the Procurement Concierge. Link to schedule: https://outlook.office365.com/owa/calendar/BookingsUCRSupplierPayeeRegistration@o365ucr.onmicrosoft.com/bookings/
Supplier Registration Tracking for Departments
Departments can use two reports to support the supplier registration process: the Prospective Supplier/Payee Status Summary Report and the UCR Supplier Registration Status Summary Report. The prospective supplier report can identify the supplier login information and check why a supplier may be approved but not spend authorized based on the approver notes. The Registration Status report can be used to determine if the request has been approved.
Review this quick reference guide (Supplier Registration Tracking Reports for Departments) for more details.