Create Non-PO Payment Request

Non-PO Payments are used to pay for certain types of expenses that do not require a formal purchase order (PO), or for which negotiation by the Procurement department adds no value.

Create Non-PO Payment Request for Single Payee

You may use Non-PO Payment requests to make payments directly to human subjects, honoraria payments to speakers, royalty payments and payments to suppliers that do not require a purchase order, such as organizations for dues and subscriptions and conference registration.

Non-PO Payments for Single Payee can be requested for the following categories:

Non-PO Payment Categories for Single Payee
Conference Registrations	House Dues	Relocation
Dues and Subscriptions	Human Subjects	Royalties
Employee Training	OTL Inventor Payments	Special Request
Fees	Postage (Meter Refills)	TGP (Tuition Grant Program) and TRP (Stanford Tuition Reimbursement Program)
Food & Catering	Prizes and Awards	Transportation
Honoraria	Refunds

See Guidelines for Use of Non-PO Payment Categories.
If an expense has been pre-approved, obtain supporting documentation from the Pre-Approver (which must be attached to the transaction), and add the Pre-Approver to the Approver Routing List. The Expense Requests system allows for the entry of Non-PO Payment requests for multiple payees in one transaction as long as the payments share the same business purpose. See the Multiple Payees tab on this page.

Enter ofweb.stanford.edu in the browser
Select Login
As prompted, log in using SUNet ID and password

Select SU Expense Requests

Select Single Payee under Non-PO Payment in the Create New Transaction column
Select a Category from the drop-down list
- Refer to Guidelines for Use of Non-PO Payment Categories

Payee Already Set Up in the Payee Database

Payee Not Yet Set Up in the Payee Database

Payee Already Set Up in the Payee Database

Enter the Payee's name (last name, first name, or business name)
- Or search and select the payee by clicking the search icon (magnifying glass)

Payee Not Yet Set Up in the Payee Database

Select Add New Payee to enter payee information
Select Supplier or Visitor
Select the radio button next to the correct Citizenship/Residence status
Enter First Name and Last Name (Middle Name is optional)
Select Country of Address
Enter Address Line 1 (Address Line 2 is optional)
Enter City
Select State/Province if required
Enter Postal/Zip Code if required
Select Default Payment Method
- To request payment by check, wire or foreign draft, select Check or Wire
- To request payment by ACH/direct deposit to US bank, select Electronic
Enter Payee /Agent Email
- Email address will auto-populate with the name of preparer if the Country of Address is outside of U.S.
- Enter payee email address if payee is a domestic visitor
Click Apply to save new payee data Click Clear to delete all entered payee data.

The Payment Method is auto-filled based upon what the Stanford payee has set up (Electronic or Check) with Payroll. If both Electronic and Check are available for a payee (as for some DAPER staff), select preferred method from the drop down.

Select Yes or No in the Rush Processing drop-down menu
Will Call Check > Rush Processing

Will Call check delivery option is handled via rush processing. Select Yes in the Rush Processing field. The Will Call locations will then display as the check delivery options. Select the Will Call location where the check will be picked up. A $35 processing fee will apply.

On the Allocations and Approvers page, supply a PTA to which the $35 processing fee will be charged. 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, W). Check with the PTA approver or the department Financial Analyst before requesting a rush processing fee.
Select a Check Delivery Option (available when the payment method is Check)
The Payment Method is auto-filled based upon what the payee has setup (Electronic or Check).

Select Special Payment Type and Delivery Options (optional) if one of the following is desired:
- Foreign Draft
- Wire Domestic
- Wire Foreign
Refer to Select Special Payment Type and Delivery Option

Enter Business Purpose For payments to human subjects, it is extremely important that the subjects' names NOT be included in the business purpose. It is recommended to use a generic business purpose statement (e.g., "Human Subject Payment"). Many studies are sensitive in nature and information concerning Human Subject participants is confidential. In those instances, the study should not be named in the business purpose, but can be referred to by a protocol number or other study identifying number.
- Review Guidelines for Writing a Clear Business Purpose to ensure the business purpose meets requirements.
Enter Payment Memo
Entry in the Payment Memo field will be printed on the check sent to the payee, and/or, in the case of an electronic payment, will be included in the remittance email sent to the payee.
Select Activity Performed in California, Yes or No
- Applicable only to Fees & Service, Human Subjects, Relocation, and Special Requests categories
Select Foreign Expense, Yes or No
Was expense for goods used or services provided outside the U.S.? See Determine Foreign Expenses for more information.
Select Event Name (required for foreign expenses) from the drop-down menu or, If a new event is needed, select Create New Event (refer to How To: Create New Event for details). To display the selected event details below the Event Name field, select Show Event.
If Relocation category, enter Origin Location and Destination Location
Provide Beneficiary names and information, as appropriate:
Student must be entered as Employee.

To pay a vendor directly for a STAP Class via Conference Registration expense type, beneficiary information is mandatory and the amount being charged to STAP can not exceed $800 per employee.
See the table below. For each Payment Category listed, use the Beneficiary section to indicate who is benefiting from the expense.

Payment Category Selected	Information Needed
Conference Registration	Enter all conference attendees and the amount of the payment applicable to each. Attach conference agenda to the transaction in Step 11.
Dues and Subscriptions	Enter all members or subscribers and the amount of the payment applicable to each.
Employee Training	Enter employee(s) attending training and the amount of the payment applicable to each. If STAP, enter STAP amount not to exceed $800 per employee.
Fees and Services	Enter employee or non-employee beneficiaries of payment (individuals on whose behalf payment is made).
Relocation	Enter beneficiary of relocation payment (e.g. the employee being relocated).
Special Request	Enter employee or non-employee beneficiaries of payment (individuals on whose behalf payment is made).
Transportation	Enter employee or non-employee beneficiaries of payment (individuals on whose behalf payment is made).

Enter Beneficiary Information

1. Click Add
2. Select Type (Employee or Non-Employee)
3. Enter Name
4. Select Non-Resident Alien (Yes or No)
5. Enter Amount (USD amount for which the individual was beneficiary)
6. Repeat for each individual beneficiary

Select Next

On Transaction Lines screen:

Enter Date of expense
Enter Amount of payment
Select Expense Type from the drop-down list
If required documentation is missing, click Missing Documentation checkbox, and enter explanation in Remarks
If payment is for a foreign expense:

Payment for Foreign Expense
Country of Activity and Foreign Activity Type may be pre-populated based on the foreign event. Select from the drop-down list if the correct country or activity is not selected automatically by the system.

1. Click Details icon
2. In General Information, verify that the Country of Activity and Foreign Activity Type are correct. If necessary, select the correct country and activity
3. Click Return to List
Click Add Line
Repeat step a to e above to include additional expense lines
Click Next

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

Manually Enter PTAEs

Apply My Allocations Preferences

Update/Split Allocations

Manually Enter PTAEs

Enter Project, Task, Award information for each line
Select Expenditure Type for each line A commonly used expenditure type may appear. If the field is blank, select from the drop-down list.

Apply My Allocations Preferences

Select the radio button to select one, multiple or all expense lines
Select one of the pre-set expense allocations from My Allocation drop-down list Refer to How To: Set My Allocation Preferences for more information.
Select Apply
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

Demo: PTAE Allocation Preferences

Update/Split 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

Select the radio button to select expense lines to be allocated
Select Update Allocation
Select an Allocation Method
- Mass Allocation or Single PTA
- Equal Split
- Amount Split
- Percentage Split
Select the plus sign on table to add a new row for each PTA for a split allocation
Enter the Project, Task, Award information (PTAs)
Enter Amount or Percentage of split for each PTA, if necessary
Enter Allocation Reason to describe the reason for allocation to multiple PTAs (optional) Save Allocation in My Allocation Preferences
You may 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
Select Apply
Select Expenditure Type for each line A commonly used expenditure type may appear. If the field is blank, select from the drop-down list.

Demo: Split Allocation

Designate approver(s) on Allocations and Approvers screen using any combination of these 3 options:

Apply My Approvers Preferences

Populate Default Approver(s)

Manually Add Approver(s)/FYI Recipient(s)/Pre-Approvers

Apply My Approvers Preferences

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

If an approver is incorrect for a PTA, please have that approver submit a Support Request to have the authority updated.

Populate Default Approver(s)

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

Manually Add Approver(s)/FYI Recipient(s)/Pre-Approvers

Select the plus sign on table to add an approver
Select the magnifying glass icon
Enter the approver's name (Last name, First name)
Select Go
Select Quick Select icon next to the approver's name
Select Approver, FYI or Pre-Approver from Approver/FYI drop-down list
Enter the Approval Sequence number (enter 1, 2, 3 for sequence; assign all approver's “1” for in parallel routing, assign Pre-Approvers 1).
Enter Notes to each approver (if needed)
Select Next when the Approver Routing List is complete

FYI Recipients and Pre-Approvers do not "approve" the expense report, but will receive notifications regarding the transaction.

If an approver has been deleted by mistake, select Populate/Refresh to return to original default approver. There must be a "Yes" displaying in the default approver column for at least one approver per PTA.

If an approver is incorrect for a PTA, please have that approver submit a Support Request to have the authority updated.

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 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.)

You can upload an image directly to the transaction, add attachments via the eReceipts application or fax the document using a BarCode Cover Sheet.

Expense reports must have attachments uploaded to the individual transaction line for Airfare, Lodging and Conference Registration.

Demo: Attach/View Receipts

Upload Attachments Directly to a Line on the Review Page

Upload Attachments to the Transaction Using Attach/View Receipts

Attach from eReceipts application

Fax Attachments

Upload Attachments Directly to a Line on the Review Page

Scan or use a smartphone to photograph required receipts and documents to be attached to the transaction into a file
Name each file with a unique name and save on the computer Allowed file formats include .pdf, .jpg, .png, .doc, .docx, .xls, .xlsx.
Select green plus sign (if available)
Select Browse to navigate to file
Select file
Select Open
Repeat until all files for the line are in Files ready to upload
Select Upload file(s) File(s) will appear in View Attachments.
Select Close
- Green plus sign changes to paper clip to indicate file(s) attached

Upload Attachments to the Transaction Using Attach/View Receipts

Scan or use a smartphone to photograph required receipts and documents to be attached to the transaction into a file
Name each file with a unique name and save on the computer Allowed file formats include .pdf, .jpg, .png, .doc, .docx, .xls, .xlsx.
Select Attach/View Receipts button to open the Attachments window
Do Not select a line
Select Browse to navigate to file
Select file
Select Open
Repeat until all files are in Files ready to upload
Select Upload file(s) File(s) will appear in View Attachments.
Files attached to the transaction display N/A in the Expense Source and For Transaction Line(s) columns
Select Close to close the Attachments window
Reassign Attachments to a Line (if required)
1. Click Attach/View Receipts button to open the Attachments window
2. Scroll down and select the Reassign icon for the attachment
3. Select the Document Type
4. Select the line to which the attachment is to be reassigned
5. Click Save
6. Repeat for all uploaded attachments that must be reassigned to a line

Attach from eReceipts application

Select Attach/View Receipts on the Transaction Review screen
Select Add eReceipts to view all eReceipts shared with you for that Category (PCard or TCard/Personal Funds)
Select the correct receipt(s) associated with the transaction
Click Add Receipt button at the bottom

Fax Attachments

Select Attach/View Receipts on the Transaction Review screen
Select Bar Code Cover Page on the Attach/View Receipts window and print Faxed receipts and documents must include the Barcode Cover Sheet to attach to the transaction.

The fax number (650-721-3072) is on the Barcode Cover Sheet page.
Close the Bar Code Cover Page window
Send an individual fax for each line that requires an attachment
Send a fax containing all other receipts and documents The Bar Code Cover Page should be the first page of the Fax so that it attaches to the correct transaction.
Select Attach/View Receipts to open the Attachments window Faxes will display in the View Attachments section, attached at the transaction level.
Select Close to close the Attachments window
Reassign Attachments to a Line (if required)
1. Click Attach/View Receipts button to open the Attachments window
2. Scroll down and select the Reassign icon for the attachment
3. Select the Document Type
4. Select the line to which the attachment is to be reassigned
5. Click Save
6. Repeat for all uploaded attachments that must be reassigned to a line

Demo: Fax Attachments

What Happens Next?

The Non-PO Payment request will be routed to the requested approvers.
Upon approval, a notification will be sent. The transaction will be paid after it has been approved and the Business Expense team verifies the supporting documentation.
Business Expense may audit the transaction and if necessary, reject or return the transaction to the preparer. For more information, see How To Handle Rejected or Returned Transactions and Request for More Info.
- If there is a minor issue with a transaction, the auditor may approve the transaction and add a note about that issue. A notification email is sent to the preparer and the approver so both are aware of alterations/corrections that should be made on future transactions.
  - Review guidance in the Approval Notes.
  - Take appropriate action to revise your process for future transactions.
  - Submit a support request with any questions.
Retain hard copy receipts until the receipts have been verified as uploaded successfully and confirmed payment processing is complete. Refer to Administrative Guide Policy 3.1.5: Retention of Financial Records.