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Create Honoraria Using Stanford Easy Pay

Process visitor honoraria payments in Stanford Easy Pay. An honorarium is a voluntary payment, given as a token of appreciation to a Stanford visitor.

Create Honoraria Using Stanford Easy Pay

  • Ensure your Honoraria payment meets the necessary criteria to qualify as an honorarium.  Learn more in the Topic Overview: Paying Honoraria.   
  • There can be multiple payees in one transaction as long as the payments share the same business purpose
  • If an Honoraria payment has been pre-approved, obtain supporting documentation from the Pre-Approver, attach to the transaction, and add the Pre-Approver to the Approver Routing List.

  1. Go to Oracle Financials
  2. Select Login
  3. Enter SUNet ID and password, if prompted

  1. Select SU Expense Requests

  1. Under Non-PO Payments, select Honoraria

  1. Select Payment Category as Honoraria from the drop-down menu

  2. Enter Business Purpose

    1. Enter Business Purpose directly into the Business Purpose field 
      OR
    2. Select Enter by Field (5 Ws) to enter the business purpose in the required fields
    3. If the recipient of the funds is foreign, capture the type of Visa used for this travel in the WHO: portion of the Business Purpose

    FYI: Business Purpose (first 30 characters) shows what will be available in reports.

  3. Select Foreign Expense (Were goods used and/or services provided outside the U.S.?)
    1. If not a foreign expense, leave the default as No
    2. If the honoraria event occurred in a foreign country, select Yes

  4. Enter Service Location 

    If the service was performed in California and Foreign Expense is No, the system automatically saves this information. You do not need to select the Service Location.

    • Domestic Expense (Non California):  If the service was performed in the US, but outside of California, then you must choose the State/Province where the honoraria activity occurred:
      1. Select Add/Update Service Location Information 
      2. Select Add
      3. Choose the US State from the State/Province drop-down menu (in the new line)
      4. Unselect the new line at the beginning of the line by removing the check at the beginning of the line
      5. Select the checkbox for the first default line showing US/California with a check at the beginning of the line
      6. Select Delete
      7. Select Submit
      8. Close the screen by selecting the X on the top right corner

    • Foreign Expense: (No default selection)

      1. Select Add/Update Service Location Information
      2. Select Add
      3. Select the Country 

      4. If available, select State/Province

        Only certain countries have State/Province listed. If listed, select the State/Province otherwise leave blank.

      5. Select Activity Type 
      6. Enter Activity Start Date
      7. Enter Activity End Date
      8. Select Submit
      9. Selecting the X in the top right corner

      The foreign location will show on the page for reference. 

    • Multiple Locations: More than one service location can be added to a transaction. Example: where work took place in multiple locations or there are multiple payees receiving honoraria and are working in different locations.

  5. Enter Event Name (Optional)

    1. Select Event Name
    2. If a new event is needed, select Create New Event. Learn more in the How To: Create New Event.

    To display the selected event details below the Event Name field, select Show Event

  1. Select Add Line to display the payee, expense and allocation fields

    To Delete or Copy Lines, select the line to delete or copy by checking the box to the left of the line.

  2. Enter the Recipient’s (person being paid) name (last name, first name)
  3. Enter the Recipient’s email address (an active, non-Stanford email)

  4. Enter Expense Date (when the expense occurred) using the calendar icon

    Enter a past date for the expense date

  5. Select Expense Type 
    1. Performed outside U.S.
    2. Performed in CA
    3. Performed in U.S.
  6. Select Expense Currency or allow to default to USD
  7. Enter Expense Amount to be paid 

  8. Review the USD Amount

    The Preparer should ensure the chosen currency is one that the customer's bank can transact. 

  9. Enter Payment Currency for the payment to be paid from the drop-down. Payment Currency defaults to U.S. dollars (USD). 

    If a payment currency other than USD is selected, the actual foreign currency amount will not be known until the payee accepts the payment, and a fee will be incurred. A new section, Foreign Currency Payment Fee, will appear and must be completed to authorize the fee payment. The same or a different non-sponsored PTA can be added to pay a fee for each payee being paid a non-USD currency. Some PTAs are restricted (sponsored projects) and will not allow a processing fee to be charged to them (awards that begin with P, Q, R, S, R, U, V or W). Check with your department's finance person for the correct PTA. 
     

Designate PTAEs on Allocations and Approvers screen using any combination of these 3 options:

Apply My Allocations Preferences
  1. Select the radio button to select one, multiple or all expense lines

  2. Select one of the pre-set expense allocations from My Allocation drop-down list

    Learn more in How To: Set My Allocation Preferences.

  3. Select Apply
  4. Verify that the desired expenditure type has been applied to each expense line before submitting the transaction – correct as needed using the drop-down list
Manually Enter PTAEs
  1. Enter Project, Task, Award information for each line

  2. Select Expenditure Type for each line

    A commonly used expenditure type may appear. If the field is blank, select from the drop-down list.

     

Update Allocations
  • To enter a new PTA (not in My Allocations) and allocate to one, multiple or all expense lines 
    and/or
  • To enter a split PTA allocation and allocate to one, multiple or all expense lines
  1. Select the radio button to select expense lines to be allocated
  2. Select Update Allocation
  3. Select an Allocation Method
    • Equal Split
    • Percentage Split
    • Mass Allocation or Single PTA
  4. Select Add Row for each PTA for a split allocation
  5. Enter the Project, Task, Award information (PTAs)
  6. Enter Amount or Percentage of split for each PTA, if necessary
  7. Select Cancel, Preview, or Apply

  8. Add Allocation Set to My Allocations by checking the box (optional)

    Add Allocation in My Allocation Preferences
    Optionally, save this allocation in your My Allocation Preferences for use again. 
    1. Select Add Allocation Set to My Allocations checkbox
    2. Enter the Allocation Name

  9. Select Apply
  10. Select Expenditure Type for each line 

All expense reports must include receipts and other supporting documentation. If an expense has been pre-approved, supporting documentation must be obtained from the Pre-Approver and attached to the expense line or to the transaction.

An attachment for Expense Requests, Easy Pay and PCard Transactions must be a legible copy of the entire receipt and clearly show: 

  • All text
  • Receipt Date
  • Location (when available)
  • Vendor/Business Name
  • Entire Receipt (Additional screenshots may be needed to include all of a lengthy receipt.
    Use the Event/Reason to capture the reason and add pg. 1, pg. 2, etc. to clarify.)

An image can be uploaded directly to the transaction or add attachments via the eReceipts application.

Upload Attachments Directly to a Line

  1. Scan or use a smartphone to photograph required receipts and documents to be attached to the transaction into a file

    Allowed file formats include: .heic, .jpg, .jpeg, .png, .gif, .pdf, .txt, .doc, .docx, .html, .rtf, .xml, .xls, .xlsx.

  2. Select green plus sign (if available)
  3. Select Browse to navigate to file
  4. Select file(s) or use Drag and Drop feature to add files
  5. Select Open
  6. Select Upload file(s) File(s) will appear in View Attachments.
  7. Select Close
    • Green plus sign changes to paper clip to indicate file(s) attached to that line
       
Upload Attachments to the Transaction Using Attach/View Receipts
  1. Scan or use a smartphone to photograph required receipts and documents to be attached to the transaction into a file

  2. Name each file with a unique name and save on the computer 

    Allowed file formats include, .heic, .jpg, .jpeg, .png, .gif, .pdf, .txt, .doc, .docx, .html, .rtf, .xml, .xls, .xlsx.

  3. Select Attach/View Receipts button to open the Attachments window
  4. Select Choose Files to navigate to file(s)
  5. Select file(s) or use Drag and Drop feature to add files
  6. Select Open
  7. Select Upload File(s) will appear in View Attachments.

  8. Select Close to close the Attachments window

    Reassign Attachments to a Line or different line (if required)
    i. Select Attach/View Receipts button to open the Attachments window
    ii. Scroll down and select the Reassign icon for the attachment
    iii. Select the Document Type
    iv. Select the line to which the attachment is to be reassigned
    v. Select Save
    vi. Repeat for all uploaded attachments that must be reassigned to a line

Attach from eReceipts application
  1. Select Attach/View Receipts on the Transaction Review screen
  2. Select Add eReceipts to view all eReceipts shared with you for that Category (PCard or TCard/Personal Funds)
  3. Select the correct receipt(s) associated with the transaction
  4. Select Add Receipt button at the bottom
Expense Requests Attachment for Transaction

Designate approver(s) to the Approver Routing List by using any combination of these options:

Populate Default Approver(s) (Recommended)
  1. To add default PTA approver(s), select Populate/Refresh
    Approvers that display when Populate/Refresh is selected will have the appropriate approval authority for the PTAs. If you have allocated to more than one PTA, there could be more than one approver showing in the approver routing list.
  2. Enter the approval sequence or send in parallel (enter 1,2,3 for sequence; assign all approvers 1 for in parallel routing)
  3. Enter Notes to each approver (if needed)
  4. Select Next when the Approver Routing List is complete

FYI Recipients do not "approve" the expense report.

If an approver has been deleted by mistake, select Populate/Refresh to return to original default approver.

Apply My Approvers Preferences
  1. Select one of the pre-set approvers from My Approvers drop-down list
  2. Select Apply
  3. Enter the approval sequence or send in parallel (enter 1,2,3 for sequence; assign all approvers 1 for in-parallel routing)
  4. Enter Notes to each approver (if needed)

FYI Recipients do not approve the expense report.

If an approver has been deleted by mistake, select Populate/Refresh to return to original default approver.

Manually Add Approver(s)/FYI Recipient(s)/Pre-Approvers
  1. Select the Add Approver to add an approver
  2. Select the magnifying glass icon
  3. Enter the approver’s name (Last name, First name)
  4. Select Go
  5. Select Quick Select icon next to approver’s name
  6. Select Approver, FYI, or Pre-Approver from Approver/FYI drop-down list
  7. Enter the Approval Sequence number (enter 1, 2, 3 etc. for sequence; assign all approvers 1 for in parallel routing, assign Pre-Approvers 1).
  8. Enter Notes to each approver (if needed)

FYI Recipients do not approve the expense report.

If an approver has been deleted by mistake, select Populate/Refresh to return to original default approver.

 

  1. Review the transaction carefully for completeness, accuracy and policy compliance. 
  2. Select Submit to submit the transaction 
  3. The page will refresh and will indicate the transaction was submitted. 
  4. Select Return to Home to exit the page.
What Happens Next?

The transaction routes to assigned approvers. Once approved, the payment status updates to Pending Payment.

  • Stanford sends the payment request to Candex, a third-party vendor, who contacts the visitor for payment information. After the visitor registers and accepts payment, processing takes three to five business days. This payment method does not require supplier setup in the Stanford Supplier Query and Request tool.
  • The preparer receives status email notifications from Candex and can adjust notification preferences at www.candex.com under Personal Settings/Preferences.
  • Once paid, Oracle Search displays the transaction status as Paid.

Stanford Departments should not use the Secure Email service when they contact Candex, because the Candex support team cannot open these emails.  

To cancel or change payment amounts for transactions in Pending Payment status:

  • Cancel a transaction: Contact Candex support at support@candex.com to request cancellation. This also initiates cancellation in ERS.
  • Decrease the amount: Request cancellation from Candex support, then create and submit a new transaction for the correct amount.
  • (caution icon) Do not use Stanford's Secure Email service when contacting Candex—their support team cannot open these emails.
  • Increase the amount: Create a new Stanford Easy Pay transaction for the additional amount. Reference the original transaction number and explain the change in the business purpose field.
  • Payments are cancelled after 6 months if the payment is not accepted. The recipient should accept the payment as soon as it is offered. 

Learn more in the  Topic Overview: Stanford Easy Pay Topic Overview.

Last Updated: May 15, 2026
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