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How To:  Create Non-PO Payment Request – Single Payee

Before You Start

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. 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 can be requested for the following categories:

  • Conference Registrations
  • Dues and Subscriptions
  • Employee Training
  • Fees
  • Food & Catering
  • House Dues
  • Honoraria
  • Human Subjects
  • Postage (Meter Refills)
  • Prizes and Awards
  • Refunds
  • Relocation
  • Royalties
  • Special Request
  • Tuition Grant Program (TGP) and Stanford Tuition Reimbursement Program (STRP)
  • Transportation

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.

Follow these steps to enter a new Non-PO Payment request for a single payee.

Note:  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 How To: Create Non-PO Payment Request – Multiple Payees.

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bullet iconStep 3 – Enter Payee Information

Payee Already Set Up in the Payee Database

Payee Not Yet Set Up in the Payee Database


bullet iconStep 8 – Allocate to PTAEs on Allocations and Approvers Screen

Designate PTAEs using any combination of these 3 options:

Manually Enter PTAEs

Apply My Allocations Preferences

Update / Split Allocations


bullet iconStep 9 – Designate Approvers on Allocations and Approvers Screen

Designate approver(s) using any combination of these 3 options:

Apply My Approvers Preferences

Populate Default Approver(s)

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


bullet iconStep 10 – Attach Receipts / Backup Documents

All Non-PO Payment requests must include supporting documentation. Save electronic files of required documentation on your computer.

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.

Documents to be attached to the remittance email sent to the payee can also be uploaded. These documents are called Remittance Attachments

click to see demo See Attach / View Receipts Demo (screenshots to be updated)

Upload Attachments Directly to a Line on the Review Page

Upload Attachments to the Transaction Using Attach/View Receipts

Fax Attachments

click to see demo See Fax Attachments Demo (screenshots to be updated)


 

What's Next?

  • The Non-PO Payment request will be routed to the requested approvers.
  • Upon approval, a notification will be sent to you. The transaction will be paid after it has been approved, and Travel and Reimbursement Department verifies the supporting documentation.
  • Retain hard copy receipts until you have verified that receipts have uploaded successfully and confirmed payment processing is complete. See Administrative Guide Policy 3.1.5: Retention of Financial Records.
  • See all Expense Requests How Tos.

 

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