Non-PO Payments, originating in the Expense Requests system, are used to pay for certain types of expenses that do not require a formal purchase order (PO), or for which negotiation by Stanford Procurement adds no value.
A PO is generally required if:
Purchasing Method Guidelines:
Non-PO Payments are limited to the following expense categories regardless of dollar value.
Note: Some categories allow for a single request for payment to multiple payees.
|Category: Expense Type||Description||Comments||Multiple Payees|
||Payment to an organization on behalf of faculty, staff, students, and/or visitors to attend a conference or meeting of professional benefit. STAP funds may be used||
Enter all conference attendees and the amount of the payment applicable to each
Attach conference agenda to transaction
|Dues and Subscriptions:
||Payment to an organization or publisher on behalf of faculty, staff, students, and/or visitors to maintain or further develop skills related to the job. These are generally individual subscriptions||Enter all members or subscribers and the amount of the payment applicable to each||––|
||Payment to a training provider on behalf of faculty and staff (employees) for professional training and development||Enter employee(s) attending training and the amount of the payment applicable to each||––|
||Legal fees, government fees, insurance premiums, insurance claims, DMV, taxes, utilities, SCP sales, entry fees to tournaments, escheatment fees, and other similar fees / charges not requiring an authorized University representative's signature||Enter employee or non-employee beneficiaries of payment||Yes|
|Food & Catering:
||Payments for food and refreshments for Stanford University events, where a signature of agreement is not required by either party||Providing the number of attendees is mandatory||––|
|House Dues||House dues and other activities payable to a Stanford residential house||––||Yes|
||A one-time gratuitous payment made as a gesture of goodwill and in appreciation to speakers or participants in special Stanford events. If a "fee for services" is required, the payment should be requested as a purchase requisition through iProcurement.||––||Yes|
|Human Subjects||An incentive payment to an individual for participation in a research project, survey, or study||
This category is used to request direct payments of any amount to human subjects.
This category must be used for:
|Postage||Payment made directly to a company or service (e.g., U.S. Postal Service) for stamps, parcel service, or adding funding to postage meters||––||––|
|Prizes and Awards||Award payment to non-Stanford affiliates and other organizations for recognition based on competition; Cash awards for contest winners and community partnership awards||––||Yes|
|Refunds||Return of funds to individuals and external organizations||Can request refunds for SU Payees (faculty, staff, students, etc) and Non-SU Payees||Yes|
||Payments to moving companies and for temporary living expenses||
Entry of Origin and Destination locations required
Enter beneficiary of relocation payment (e.g. the employee being relocated)
||A payment made to an author, artist, composer or company for each copy of their work that is sold by the University or to an inventor for each article sold under a patent||Can request royalty payments for SU Payees (faculty, staff, students, etc) and Non-SU Payees||Yes|
||This category is for use only when no other category or purchase / payment option (such as iProcurement, PCard, or SmartMart) can be used||Enter employee or non-employee beneficiaries of payment, if appropriate||––|
|Tuition Grant Program (TGP) and Stanford Tuition Reimbursement Program (STRP)||Benefit related expenses for HR use only||––||––|
|Transportation||Direct payments to transportation service providers when a signed agreement is not required||Enter employee or non-employee beneficiaries of payment, if appropriate||––|