Register as a Sole Proprietor in PaymentWorks

Created: July 28, 2026

Register as a Sole Proprietor Overview

This Quick Reference Guide (QRG) walks Sole Proprietors through UVA’s registration process through PaymentWorks. You should register as a Sole Proprietor if you own your own business and have not formed a separate business entity. You must receive a registration invitation from a UVA Department before you can register. If you are expecting a registration invitation from a UVA Department, please contact the department and request that the invitation be sent/re-sent. 

Procurement Services does not initiate registration invitations for Sole Proprietors unless they are awarded a contract through UVA's RFP Process.
 

Procedure: Register as a Sole Proprietor

Section 1 – Create and Access Your PaymentWorks Account

Follow the steps below to create and access your PaymentWorks account.  Ensure you have internet access, and access to your email before beginning Section 1.

1. Log-in to your email.
2. Click the email in your inbox, titled University of Virginia – New Vendor Registration.
3. Click the first Click Here link. You will be redirected to a PaymentWorks webpage in your internet browser.
4. Click Join Now . You will be redirected to a new PaymentWorks webpage in your internet browser.
5. Type the following information:
   • First and Last Name
   • Telephone Number
   • Email Address
   • Password

Caution! - The information entered will be required to access your business' PaymentWorks supplier profile moving forward.  Ensure you have access to the email address entered above for profile validation, and that the information is valid for your business' continued access to PaymentWorks.

6. Click the box indicating I agree to the Terms of Service.
7. Click Join Now.

Caution! -  A validation email allowing access to your PaymentWorks Supplier Profile will be sent to the email address you entered in Step 5.  You have 72 Hours to validate your PaymentWorks Supplier Profile.

8. Access the email address you entered in Step 5.
9. Click the email in your inbox, titled: PaymentWorks Account Registration.
10. Click the Verify Your Email and Complete Your Registration link. You will be redirected to a PaymentWorks webpage in your internet browser.
11. Click Sign In. You will be redirected to a new PaymentWorks webpage in your internet browser.
12. Input your email address and password, and click Sign In.

Section 2 – Enter Tax Information

Follow the steps below to continue registration by entering your tax information.  Ensure you have access to your tax classification, Social Security Number (SSN) or Employer Identification Number (EIN), and any other names you do business as (DBA) before moving forward.

13.    Select how your business is classified for payments and tax reporting, and Click Next.

• Sole Proprietor - owns your own business and have not formed a separate business entity. Continue to Step 14.
• Individual - receives payment from UVA but will not provide goods or services to the University. Use the Registering as an individual QRG to complete the registration.
• Business Entity - payments will be made to a registered organization or business to complete the registration. Use the Registering as a Business Entity QRG to complete the registration. 

14. Select the country where your business is registered and click Next.
15.  Select the tax ID you will use to register.
    • If you selected - Social Security (SSN), enter: 
      •  First and Last Name
      • Date of Birth
      • Social Security Number (SSN)
    • If you selected - Employer Identification Number (EIN), enter:
      • Business’ Legal Name
      •  Date of Birth
      • Employer Identification Number (EIN)

Caution! - If you are unsure whether your business uses your SSN or EIN for tax reporting, consult your tax professional before completing registration.

16. Confirm the legal name that appears on your tax documents and click Next.
17.  Indicate whether your W-9 includes any special entries and click Next.
    • If you selected - No, We'll generate your W-9 automatically: 
      1. Enter the Tax ID. 
      2. Read and agree to the certifications
      3. Click Save and Continue. 
    • If you selected - Yes, Upload your completed W-9: 
      1. Upload a copy of your W-9.
      2. Click Save and Continue.

Section 3 – Enter Primary Profile Information

Follow the steps below to continue registration by entering your primary profile information.  Ensure you have access to your business' contact information and any necessary government entity identifiers before moving forward.

18. Type your personal information and click Next. A website URL is not required.
19. Type a description of the reason for payment, and click Save and Continue.
    Example: I am providing Consulting Services to [Input UVA Department/School/Unit]

Section 4 – Enter Address Information

20. Type your Primary Address and click Next. 
    • As a Sole Proprietor, this may be a Business Address or your Home Address.
21. Type the Contact Details for Accounts Receivable. 
    • As a Sole Proprietor, this should be your contact information.
22. Type your Remittance Address and click Next. 
    • Click the box next to Same as Primary Address if your Remittance Address and Primary Address are the same.
23. Type the Contact Details for Order Address. 
    • As a Sole Proprietor, this should be your contact information.
24. Type the Order Address, and click Save and Continue. 
    • Click the box next to Same as Primary Address or Same as Remittance Address if your Order Address is the same as your primary or remittance address.

Section 5 – Enter Payment Information

Follow the steps below to continue registration by entering your payment information.  Ensure you have access to your bank's country location, banking information, and contact information for payment notifications before moving forward.

25. Select the country where your bank is located, and click Next.
26. Select how you will receive payments, and click Next.
    • Additional banking information is required if you choose PaymentWorks ACH.

Section 6 – Conflicts of Interest

Follow the steps below to continue your registration by completing the Conflict of Interest section. Determine whether you have any relationships with UVA that could influence, or appear to influence, the University's business decisions before moving forward.

27. Select whether you are aware of potential conflicts of interest, and click Save and Continue.
    • If you selected - Yes, I'm aware of one or more conflicts: 
      1. Click Add Conflict of Interest. 
      2. Type the relevant information, and click Save Conflict. 
      3. Click Save and Continue. 
    • If you selected - No, I'm not aware of any conflicts: 
      1. Move to the next section.  

Section 7 – Enter Purchase Order information

Follow the steps below to continue your registration by entering purchase order information. Confirm your ability to accept purchase orders, email address for Purchase Order delivery, and contact information for purchase orders before moving forward.

28. Select whether you will accept Purchase Orders (POs), method to receive Purchase Orders, and Contact Details, and click Next.
    • Do you or your business accept Purchase Orders (POs)? 
      • I accept POs is the most common response for a Sole Proprietor to ensure full ability to work with UVA.
    • How would you like to receive Purchase Orders?
      • Select Email when registering as a Sole Proprietor.

      • Caution!  EDI (Electronic Data Interchange) is reserved for suppliers awarded a contract through UVA's RFP process and UVA does not offer FAX for PO delivery. 

    • Provide Contact Details for Purchase Orders? 
      • Provide contact information to receive the purchase order to the correct email or mailing address. 

Section 8 – Enter Insurance Certificates

Follow the steps below to continue your registration by entering insurance information.  Confirm the insurances required for the work you will do with UVA before moving forward.

29. Indicate whether you have any insurance coverage to provide and click Save and Continue.
    1. If you selected - Yes, I have at least one type of insurance coverage:
       1. Click Add Insurance Coverage:
       2. Upload the Insurance Certificate.
       3. (If Necessary) Attest that UVA has been added as an additional payer.
       4.  Indicate the insurance type.
       5. Click Next.
    2. If you selected - No, I will not be providing insurance coverage:
       1. Move on to the next section. 

Note:  Some insurance types will require additional information

Section 9 – Additional Fields

30. Select your Supplier Category.
    • As a Sole Proprietor, you will choose: US Entity or Foreign Entity.
31. Choose the Business Classification that best describes your business.

32. Select the industry that best describes your primary revenue-producing line of business.

33. Click the box indicating I have read and accept the purchase order terms and conditions for the University of Virginia as outlined above.

Caution! - This is required to submit your registration.  You cannot complete registration if you do not agree to UVA's purchase order terms and conditions for the University of Virginia.

34. Enter your Sales Contact Information.
35. Indicate whether your organization has 250 employees or less.
36. Indicate whether you are a Federally certified diverse business.
37. Indicate whether you are certified with the Virginia Department of Small Business and Supplier Diversity.
38. Click Save and Continue.
     

You have completed and submitted your Sole Proprietor PaymentWorks Registration with the University of Virginia.  

Note: If further information or any corrections are required, UVAFinance’s Procurement Team will contact you using the contact information you provided during registration.