Making Payments with Candex

No, Candex should only be used to pay individuals.

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 payment made as a gesture of goodwill or token of appreciation
• UR Department decides to give a payment as a thank you
• UR Department sets the amount to be paid
• If UR Department sets the amount to pay, but choose to document that on a form/memo, it is acceptable as honoraria if all the other honoraria conditions are met

Situations when it is not honoraria:

• If there is negotiation between the UR Department and the payee on the amount to pay
• If the payee tells the UR Department how much they want to be paid
• If the payee provides an invoice
• If the payment is to a business

• 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.

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.

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.

Candex Support will contact you by email to obtain the correct payee email address. They will update it on their end, so you will not need to cancel the requisition or submit a new one. Please note that the PO Line Description will still display the original (incorrect) email address entered when the requisition was 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.
• Recommended for Honoraria: guest speaker flyer, email, or other support clarifying the nature of why the payment is being made. Attachment is recommended to assist approvers.
• 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 1 business day. UR pays that invoice the next business day. Candex pays the payee within 5 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.

How will this post on our ledger?

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.

Use the Supplier Invoice Request process to request payment if Candex cannot be used due to the category threshold amounts.

Users will see a red error when they submit their Candex transaction. Users cannot look up a payees prior Candex payments.

Honoraria threshold are $799.99 per Candex requisition and $2399.97 per payee per year across University.

Example: Departments A, B, and C all submit Candex Requisitions to pay the same payee for $700 each. Later that year, Department C submits a Candex Requisition to pay that same payee another $400. This Requisition and any Candex Requisition that would cause that payee to go over the per year maximum will be stopped by the system.

In relation to thresholds, there are only two situations when you would be stopped on your Candex Requisition:

1. All payment categories: You ignore the threshold and attempt to pay a payee for more than the per Requisition amount
2. Honoraria: Your Requisition is less than the per Requisition amount, but when combined with payments other departments have submitted, yours will make the payee’s total exceed the per year threshold.

UR identifies which Candex categories are tax-reportable: Honoraria and Study Subject payment. 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 and Study Subject payment.  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 1 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

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.