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:

• The price should be reviewed and could potentially be negotiated; or,
• Terms and Conditions are required to protect Stanford (e.g., the right to recourse for failure to perform)

Purchasing Method Guidelines:

• Use a Purchasing Card (PCard) if possible
• Order through SmartMart if the item / service is available within the SmartMart online catalog
• Submit a Purchase Requisition via iProcurement to order from a Stanford Supplier when purchase order is warranted
• Request a Non-PO Payment via Expense Requests when a PO is not required and PCard and SmartMart are not available options

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 e 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 & Services: Entry Fees Escheatment Insurance Other Fees Permits Services 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, services that do not required a signature of agreement	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	––

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