Guidelines for Use of Non-PO Payment Categories

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
Conference Registrations:
  • Using STAP
  • Not Using STAP
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:
  • Membership
  • Dues and Fees
  • 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 ––
Employee Training:
  • Using STAP
  • Not Using STAP
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 ––
Fees:
  • Entry Fees
  • Escheatment
  • Insurance
  • Other Fees
  • Permits
  • Stanford Card Plan
  • Taxes
  • Visa Fees
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:
  • Food
  • Services
  • Alcohol
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
Honoraria:
  • Performed outside U.S.
  • Performed in CA
  • Performed in U.S.
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:

  • direct payments to human subjects of $200 or more
  • direct payments of any amount to human subjects who are non-resident aliens
Yes
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
Relocation:
  • House hunting
  • Moving
  • Temporary living
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)

––
Royalties:
  • CA Income
  • Foreign Income
  • Non-CA Income
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
Special Request:
  • Fundraising
  • Shared PPV (High Wire)
  • Special Request
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 ––

Fingate | Close window