ONBOARDING SUPPLIERS: Domestic, Foreign, UD Affiliated Students and EmployeEs
INTRODUCING THE UDX SUPPLIER PORTAL
Launching January 12, 2026
onboarding new suppliers
Refer to How to Onboard a New Supplier guide for detailed instructions.
All new domestic and foreign suppliers (including students) must be invited to self-register through the UDX Supplier Portal.
Domestic suppliers no longer complete the online UD substitute W-9 to onboard or update their record.
End Users should not submit tickets with W-8 and SDC forms for foreign suppliers.
Students are no longer paid via webforms with the exception of refunds & reimbursements (check only).
The process is simple!
1. Request an invitation to register for your supplier using the Supplier Request form in UDX.
2. The supplier data management team will review the request and send the supplier an invitation to register via UDX.
3. The supplier completes and submits registration.
4. The registration is reviewed by the supplier team, if clarification is needed, the supplier team communicates directly with the supplier.
5. Once the registration is approved, the supplier is onboarded and ready for shopping or payment.
6. Check the status of your request by navigating to Shopping Home Page>My Supplier Requests.
TIP: Always Search UDX first to confirm whether the supplier is already onboarded before submitting a New Supplier Request Form.
IMPORTANT: If you are arranging payment to a Non-U.S. Citizen/Non-Permanent Resident providing services in the U.S. while on an immigration visa (including students):
You must first contact UD International Student & Scholar Services to complete the validation process to ensure that the individual is legally eligible to receive such payment.
This is the responsibility of the engaging department, and Procurement Services will assume that this has been completed if we receive a request for supplier registration and payment.
See How to Onboard a New Supplier guide for detailed instructions.
As of January 12, 2026, ALL students and employees must be invited to register through the UDX Supplier Portal since there are NO students or employees currently registered in UDX. Important: Once registered in UDX, UD affiliated students and employees are identified by a YouDee icon next to a student’s name and the UD Monogram icon next to an employee’s name. Student employees will have both icons. As of January 2026, all payments for UD affiliates are requested in UDX via the Student or Employee NPOP forms (available on Shopping Home Page/Non-PO Request Forms).
Exceptions
- Student payments for Refunds & Reimbursements are still allowable on a Payment to Individuals (PTI) webform for check payment only. These are non-taxable payments and to help reduce time & effort, the payee does not need to be onboarded. Refer to the Completing the Non-PO Payment Request Form.
- Employee payments for Refunds are still allowable on a PTI. These are non-taxable payments and to help reduce time & effort, the payee does not need to be onboarded. Employee reimbursements will continue through Concur. Supplemental Pay Webform will remain for all payments payroll related. Refer to the Completing the Non-PO Payment Request Form guide for detailed instructions.
See the NPOP Matrix for a complete list (and descriptions) of procurement and non-procurement transactions and payment methods.
See Bulk Supplier Onboarding Guide for detailed instructions on how to complete the Bulk Supplier Request Form.
The Bulk Supplier Request Form should only be used when there is a need to onboard 10 or more suppliers at once (e.g. a large group of students receiving stipends, awards or prizes for a competition)
The purpose of the Bulk Supplier Request Form is to provide a less cumbersome process to onboard multiple suppliers at once. Rather than completing 10+ Supplier Request Forms, you only need to submit one Bulk Supplier Request Form with your suppliers’/payees' contact info in the Bulk Supplier Invite Submission Worksheet. Procurement will use the Worksheet to invite each of your suppliers/payees to register.
After the supplier/payee has been invited, the progress of each registration can be tracked by searching for the supplier/payee name.
*IMPORTANT NOTE: As of January 2026, all UD affiliated students are required to onboard in UDX (except for refunds & reimbursements) regardless of whether they previously submitted a Substitute W-9/W-8/SDC via the old process.
inviting existing suppliers to registeR
Existing suppliers (including inactive suppliers) that require updates to their supplier record must be invited to self-register through the UDX supplier portal. Email procurement@udel.edu with supplier contact information. The supplier team will review the request and send an invitation to self-register to the supplier. You will receive a response to your ticket either asking for additional information or approving your request. If your request is approved:
- Check the registration status by searching for the supplier at Shopping Home Page>Suppliers >Manage Suppliers > Search for a Supplier
- Refer to the How to Onboard a New Supplier guide for the Registration Status definitions
Supplier onboarding FAQS
How do I invite a new supplier to register? You must submit a Supplier Request Form in UDX to invite a new supplier to register. There are multiple ways to access this form. See the How to Onboard a New Supplier guide for detailed instructions.
A supplier will not self-register for the portal. Are there alternative onboarding options?
Email procurement@udel.edu. Provide contact information and the supplier’s reason for declining to self-register. The supplier team will reach out to the supplier and determine next steps.
Can I create or update a supplier record for a supplier? No, University employees can not complete registration on behalf of a supplier. Suppliers should contact the IRS or a tax professional if they require assistance on completing tax forms.
An existing supplier needs a record update. What is the process for this? End Users should direct suppliers to login to the UDX Supplier Portal to make updates. If the supplier is not already self-registered on the UDX portal, end users or the supplier should submit a ticket to procurement@udel.edu with supplier contact information requesting an invite to register the existing supplier. An invitation to register will then be sent to the supplier.
How can I have an inactive supplier reactivated? Inactive suppliers must be invited to self-register for the portal. Complete the Supplier Request Form. The supplier team will review the request and may reactivate the supplier. An invitation to register will then be sent to the supplier.
How do I track the status of my new supplier request form? On the Shopping Home page, navigate to Suppliers>Requests>My Supplier Requests in the “Filter” area, make sure to check “All” statuses to see all of your forms.
How do I track the status of a supplier’s registration?
If you have completed the supplier request form, you can check the registration status from the same place you track your supplier request form (Suppliers>Requests>My Supplier Requests). You will also receive an email notification when your supplier has completed registration and is approved for shopping.
For any supplier (even if you have not submitted the registration request) you can search for the supplier and view registration status.
How will I know if my supplier request is returned, rejected or approved? You will receive an email if your request is approved and an explanatory email if your request is returned or rejected. You can also navigate to My Supplier Requests, click into the request form and then navigate to the upper right corner and click on the blue History link. A pop-up will appear with a note explaining why your request was rejected or returned.
A supplier is already registered in the Jaggaer network. Does the supplier still need to register for the UD Supplier Portal? Yes, the Jaggaer platform allows a supplier to manage multiple customer registrations. The supplier logs in using existing Jaggaer log-in credentials. and then must complete the UD-specific registration.
What is support is offered information forto a supplier who is havinghas portal log-in or other technical issues? Jaggaer provides multiple points of contact for help. You can provide your supplier with the information below.
- Jaggaer’s Supplier Support Team at 1-800-233-1121 Option 3 and indicate that you are calling about the University of Delaware Supplier Portal.
Jaggaer Live Agent Via Chat: https://jaggaer.my.site.com/SupplierSupportRequest/s/
Log onto the Jaggaer support portal: https://www.jaggaer.com/customer-support
Can suppliers submit or view their invoices via the portal? No, at this time the portal is available for registration only.
Do students/student employees need to be invited to self-register in the UDX Supplier Portal? Yes. All student payments are now made in UDX via the student NPOP Form. Exception: Student payments for Refunds & Reimbursements are still allowable on a Payment to Individual (PTI) webform (check payment only). These are non-taxable payments and to help reduce time & effort, the payee does not need to be onboarded. If the payee needs to be paid via ACH or Wire, UDX must be used. Refer to the Completing the Non-PO Payment Request Form guide for detailed instructions.
Do employees need to be invited to self-register in the UDX Supplier Portal? Yes. All employee payments are made in UDX via the Employee NPOP Form. Exception: Employee payments for Refunds are still allowable on a PTI (check payment only). These are non-taxable payments and to help reduce time & effort, the payee does not need to be onboarded. If the payee needs to be paid via ACH or Wire, UDX must be used. Employee Reimbursements will continue through Concur. Supplemental Pay Webform will remain for all payments payroll related. Refer to the Completing the Non-PO Payment Request Form guide for detailed instructions.
Is anything on the NPOP Matrix that was paid via Supplemental Pay (SUP) Webform-Contract changing? Yes, all payment categories that previously referenced Supplemental Pay remains the same with the exception of the Non-PO Specialized Services. Rather than pay via SUP Webform, your transaction should first be reviewed by Payroll (send to pr-staff@udel.edu). Payroll will review the services and determine if it should be processed via Payroll or Procurement. Note: Services should not be performed by the employee/student employee until properly vetted by Payroll. Services typically need an agreement in place prior to work commencing. For services handled through Procurement, UD’s Statement of Work (SOW) template should be used.
How do I process HSP payments < $500?
All HSP payments under $500 are processed through a Payment to Individual (“PTI”) Webform (check payment only). Only name and address are needed; a social security number is no longer required. See the FIN-Request for Payment to Individual Webform for detailed instructions.
How do I process HSP payments ≥ $500?
All Human Subject Participants receiving more than $500 in a single HSP payment OR already onboarded in UDX are paid via an NPOP form. See Completing the Non-PO Payment Request Form.
*PTI payments to Foreign Payees are only allowable to U.S. based addresses or available for pickup at the Cashier’s Office
**Review the Non-PO Payment Matrix for Human Subject Participation transaction types.
links- guides-forms
Procurement Links
For Suppliers
ONBOARDING GUIDES
How to Onboard a New Supplier: Completing the Supplier Request Form
How to Onboard Multiple Suppliers at One Time: Completing the Bulk Supplier Request Form
Supplier Portal Launch Presentation
PTI/WEBFORM and N-POP GUIDES
FIN-Request for Payment to Individual Webform
Completing the Non-PO Payment Request Form
FOR SUPPLIERS