Making payments with Candex

No, Candex should only be used to pay individuals.

No. The Candex process can only be used for performance payments that are less than $10,000. Payments over $10,000 must be handled via a Requisition.

All of the following Limited Engagement criteria must be met:

• One-time service or service less than 24 months
• Services are performed in the United States and cost less than $10,000 annually
• Does not include highly confidential material
• Does not create intellectual property to reuse or copyright (photos, teaching materials, videos)
• Does not create a material risk of physical injury or property damage

Candex should be used instead of Supplier Invoice Request for the payment and spend categories designated. Do not use Candex in place of paying a supplier when purchase order is required.

Yes, as long as the payments are eligible. See the payment categories and spend categories noted at Who to Pay with Candex.

Do not request a Supplier to be set up or reactivated. Using Candex does not require that a Supplier exist in Workday for the payee to be paid. In addition, even if a Supplier is already set up, you should use Candex for eligible payments.

We recommend that Candex be used even if a Supplier record exists. Candex should be easier for departmental users than the Supplier Invoice Request.

An honorarium is a one-time, discretionary payment made by the University as a gesture of goodwill or appreciation for an individual’s voluntary contribution to a University-sponsored activity. To qualify as an honorarium, there should be no specific deliverable requested or expected from the individual.

Example activities for which an honorarium may be paid include the following:

• A special one-time lecture for which the individual has no responsibility for grading or taking class attendance
• One-time guest speaker for an educational event, seminar, workshop, or other similar function
• Appearance at an event by a recognized authority in a particular field of endeavor

See Honorarium Policy for additional details on honoraria.

• Eligible payment categories and spend categories available via Candex are updated at Who to Pay with Candex. Candex should be used instead of Supplier Invoice Request for the payment and spend categories designated. If not eligible for Candex, use whatever payment method is preferred and most appropriate for the transaction. Typically that means submitting a Workday Create Supplier Request and Supplier Invoice Request following standard procedures.
• Contact Accounts Payable if you would like your payment category/spend category or different dollar threshold considered for a Candex expansion.

Yes, prizes/awards to students for student-related activities should be paid via Candex.

Use a specific email for your payee, not a generic one (i.e., info@company.com).

If you are coordinating with the payee’s administrative support staff, keep in mind that most payees prefer to get paid via direct deposit/ACH and therefore will need to provide their banking information during the Candex registration process. Please consider this with the payee before using their admin’s email address.

Yes. Candex charges 1.5% of net amount for transactions over $5,500. Once this service fee is incurred, it will be charged to the FAO you used when submitting the Candex Requisition.

An email address is required for all Candex payments. If the payee does not have an email address, then you’ll need to use the Supplier Invoice Request process.

What happens if I provide an incorrect email address and the Requisition is already created?

Attachment documentation requirements are the same whether you use Candex or Supplier Invoice Request.  Supporting documentation should be attached to the Requisition, by category:

• Required for Reimbursement: travel-related receipts for transportation/airfare, lodging, and/or meals.
• Required for Honoraria: See Honorarium Process Guide for detailed information regarding documentation requirements.
  • Event Flyer, Event agenda, or other materials that describe the event and the recipient’s participation in the University event.
  • If the payee is a visa holder, the appropriate visa authorization, as described in the Visa Requirements section, must be attached.
  • An Honoraria payment of $800+ requires an Honoraria Agreement Form to be completed before the honoraria activities commence.
  • An Honoraria payment exceeding $5000 requires written advance approval from the President, Provost, Dean, URMC CFO, URMC CEO, EVP for Finance and Administration/CFO, or President
• Required for Prizes and Awards: Email or word document containing the following:
• • Official name of the Prize/Award
  • University website where more information about the Prize/Award can be found.
• Do not attach for Study subject payments: remember that nothing other than the FAO Worktag should be added as study-related details should not be added to the payment request.

Departmental users do not designate how to pay the payee. The payee indicates how they want to be paid when they register in Candex.

No, we’ve customized a Candex business process that does not require Receipts like a typical Requisition.

No, when the payee completes their registration, Candex will send an electronic invoice to Workday for that payee’s PO. The invoice will automatically match against the PO and be paid to Candex the next business day. When Candex receives payment from UR for a specific PO, they remit payment to the payee.

Department users can create a Candex Requisition in less than 10 minutes. Payees can complete their registration in less than 5 minutes, though some may delay completing it for several days or weeks.

Once the payee completes their registration, the invoice is sent from Candex to Workday within one business day. UR pays that invoice the next business day. Candex pays the payee within five business days of receiving funds from the University of Rochester. The payee receives that payment within a few business days if paid electronically or longer if they requested to be paid via check.

Many payees prefer using Candex because it allows them to receive payments more quickly. Some payees who work with other universities may already be registered in Candex. In those cases, they only need to acknowledge or request the University of Rochester’s payment submitted by the departmental requester and can skip the registration process since they have already completed that step.

Similar to other Requisitions, there are Requisition and PO Dates, but the Budget Date and Accounting Date are driven by the Invoice Date.

The Supplier on the transaction will be Candex Solutions Inc. The Requisition’s Internal Memo, which is the business purpose for the payment request, passes through to the transaction’s Line Memo. When drilling into the Supplier Invoice you can additionally see the payee email address you entered in the Line’s Item Description field. Therefore, you may want to add clarifying details to the Internal Memo regarding the Payee, such as their name.

No. Only one payee is allowed per Requisition. You will get an error message and will be required to start over.

UR identifies which Candex categories are tax-reportable: Honoraria, Study Subject payment, and Prizes/Awards. When the payee logs into Candex, if they are being paid for a tax-reportable category, they are prompted for the information to complete tax reporting, including potential tax-withholding exemption.

We encourage use of Candex for eligible payments to all non-US persons. UR identifies which Candex categories are tax-reportable: Honoraria, Study Subject payment, and Prizes/Awards.  When the payee logs into Candex, if they are being paid for a tax-reportable category, they are prompted for the information to complete tax reporting, including potential tax-withholding exemption.

Candex was vetted by University IT and complied with our 3PA process before UR engaged with them for this solution. 

Candex is committed to protecting your data privacy and securing your information. Candex collects limited personal data (and no sensitive personal information), only as needed to provide our master vendor services, and comply with all applicable data privacy laws, including the European General Data Protection Regulation (GDPR). Our information security program is designed to ensure the security of all data processed by the entirety of the Candex Platform and its components, across the organization’s systems, subcontractors, and the Candex staff. Candex maintains an organization-wide information security program that consists of our ISO27001 information security policies and procedures, as well as other industry standard security programs and methods such as the AWS Well Architected program, CIS , and OWASP.  This commitment is also expressed by Candex attaining SOC2 Type II.

Yes! Candex will email you a friendly reminder if your payee hasn’t registered within 3 days. You may want to forward the email to the payee so they know they should follow the instructions to get paid and that they are not spam or fraudulent emails.

Payees can log in at candex.com to update their information. For any issues, they can contact support@candex.com.

They should register on Candex first and then contact support@candex.com to discuss their options.

The Payee is kept updated on the process, and Candex support can help them if necessary.

Candex support typically responds within one business day.

The best way is for them to log into their Candex account to see the status and history. For more help, they can email support@candex.com