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:
|
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 |
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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 | –– |
Employee Training:
|
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:
|
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:
|
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:
|
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:
|
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:
|
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) |
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Royalties:
|
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:
|
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 | –– |