FREQUENTLY ASKED QUESTIONS: 

The Town of Leesburg is committed to providing and maintaining secure technological infrastructures for its citizens, customers, vendors, and employees.  We are dedicated to consistent improvements and thus, we have created a system that allows for a more secure vendor on-boarding and payment processing system. 

The Town has contracted with PaymentWorks to provide secured vendor verification and validation services regarding vendor information and payments.  Verified information will include the vendor’s name, address, tax identification number, banking information and other verification documentation.  This information will be required for verification and validation prior to onboarding new vendors and payment processing for existing vendors.  

Please see frequently asked questions below. 

I HAVE BEEN REQUESTED BY THE TOWN OF LEESBURG TO PROVIDE SERVICES OR PRODUCTS. WHAT IS THE PROCEDURE USED TO RECEIVE PAYMENTS AS AN APPROVED VENDOR?  

(1a) Provide the Town of Leesburg’s Procurement Department with your email address so they we can forward begin the registration process. an invitation for registration. 

(2b) The A registration email will come from “PaymentWorks” on behalf of The Town of Leesburg.  

(3c)  You are required to validate your email before you can securely complete, save and submit your vendor registration.  

(4d) The validation process will be performed by PaymentWorks.  If information cannot be verified, you will receive an email notification.  Please see the note below. 

(5e) Once the Town receives your completed vendor registration from PaymentWorks, you will become an approved vendor with the Town and can begin providing goods or performing services upon receipt of a Town Purchase Order.  

NOTE: If required information/documentation is missing, your registration will be returned to you with specific instructions for updating. Once the update(s) are completed and saved by you, please resubmit your vendor registration.  Once your vendor registration is approved, you will receive a notification from PaymentsWorks. As an approved vendor, yYou will have access to view ALL processed invoice payments through PaymentWorks. You will also have access to securely update your vendor information in our database through your PaymentWorks Account. 

IF I AM AN EXISTING TOWN OF LEESBURG VENDOR AND NOT REGISTERED IN THE PAYMENTWORKS VENDOR PORTAL SYSTEM, HOW DO I REGISTER?  

(1a) Provide the Town of Leesburg’s Procurement Department with your email address so they we can forward an invitation for registration begin the registration process. 

(2b) A registration email will come from “PaymentWorks on behalf of The Town of Leesburg".  

(3c)  You are required to validate your email before you can securely complete, save and submit your vendor registration.  

(4d) The validation process will be performed by PaymentWorks.  If information cannot be verified, you will receive an email notification.  Please see the note below. 

(5e) Once the Town receives your completed vendor registration from PaymentWorks, you will become an approved vendor with the Town and can begin receiving payments.  

NOTE: If required information/documentation is missing, your registration will be returned to you with specific instructions for updating. Once the update(s) are completed and saved by you, please resubmit your vendor registration.  Once your vendor registration is approved, you will receive a notification from PaymentsWorks. Once your Vendor Number is created, your invoices will be accepted for payment processing. As an approved vendor, Yyou will have access to view ALL processed invoice payments through PaymentWorks. You will also have access to securely update your vendor information in our database through your PaymentWorks Account. 

WHAT DOCUMENTATION AND INFORMATION IS REQUIRED TO COMPLETE MY VENDOR REGISTRATION?  

(1a) You will need to provide your Legal Name (individual or company), Legal USA Tax ID (SSN or EIN) or FOREIGN ID for your country, tax classification (individual, sole proprietor, LLC, Partnership, C‐Corp, S‐ Corp, Non‐Profit or Government), physical address and payment remittance address.  

(2b) For ACH Direct Deposit payments, your CURRENT Bank information is required. You must provide the Bank ABA Routing Number, Name(s) on the Account, Account Number and CURRENT official bank documentation that includes the Bank logo and complete banking instructions to verify information is valid.  Documentation is REQUIRED to be dated within 6 months of your registration submission date. 

(3c)  Additional information, such as insurance information and other validating information may also be requested. 

PAYMENTWORKS REGISTRATION TIPS?  

(1a) Answer the questions in the order that they are asked. Questions may change, depending on your previous answer.  

(2b) Once completed, remember to SAVE the information, and then send/submit.  

(3c) If having difficulty with PaymentWorks, contact support@paymentworks.com for further assistance.  

(4d)  To access Town support, you may contact us via telephone at 571-560-1030 or via email at leesburgvendorverification@leesburgva.gov 

WHAT ARE THE BENEFITS OF BEING AN APPROVED VENDOR?  

(1a) You will be able to update your individual/company information yourself so our database can be updated immediately.  

(2b) You will also be granted access to view the status of your invoice payment information through the portal.  

(3c) Payments are generally processed faster. 

HOW AM I ABLE TO UPDATE MY CONTACT OR BANKING INFORMATION? 

Once vendor onboarding is complete and approved, Vendors can access and update their own information within the PaymentWorks portal.  You access the PaymentWorks website to update information 24/7 @ https://www.paymentworks.com.   

HOW DOES PAYMENTWORKS VALIDATE BANKING INFORMATION?  WILL I BE CONTACTED? 

PaymentWorks uses various methods and industry-leading software to validate vendor’s banking information.  In some occurrences they will still need to speak with someone listed on the account and you may receive a telephone call to confirm details. During the onboarding process, it is important that vendors provide accurate and complete contact information.  

HOW LONG WILL IT TAKE FOR A VENDOR TO BE ONBOARDED? 

On-boarding time depends on several factors, the primary of which being the vendor’s completion of the registration process.  One of the benefits to this on-boarding process is that it is mostly automated, allowing for faster processing time.  Onboarding delays may occur if a vendor is found to have sanctions against them or other validation obstacles. 

CAN I HAVE SOMEONE FROM THE TOWN OF LEESBURG COMPLETE THE ON-LINE REGISTRATION WITH PAYMENTWORKS? 

No, since the onboarding process requires an email invitation and the vendor to complete and attest to their own information, it can only be done by an authorized member of the company being onboarded.  For additional information, you may contact the Town’s support team via telephone at 571-560-1030 or email at leesburgvendorverification@leesburgva.gov

CAN I CHECK ON MY INVOICE AND PAYMENT STATUS THROUGH PAYMENTWORKS? 

Yes, once enrolled, you will have the ability to view invoice/payment details in PaymentWorks.   

On the home page when you first enter PaymentWorks, click on the “invoice” tab from the top menu bar.  You should then see a list of your invoices with The Town of Leesburg.  Each invoice can be clicked on to view the full details.  You may view an example by clicking on the link here:  https://community.paymentworks.com/payees/s/article/viewing-remittances 

WHAT IF I HAVE ADDITIONAL TECHINICAL QUESTIONS REGARDING PAYMENTWORKS? 

You may access the Help Center by clicking on the link here:  https://community.paymentworks.com/payees/s/ 

WHAT IF VENDORS HAVE ADDITIONAL QUESTIONS OR NEED ADDITIONAL SUPPORT?