Non-PO Transactions

Non-PO transactions are defined as transactions that are not for Goods or Services. Both Check Requests and Non-PO Uploads are considered Non-PO Transactions. The Non-PO Transaction Matrix confirms if the type of payment should be on a Check Request or Non-PO Upload. Remember to click on the white box labeled "Enable Editing" when accessing the form.

Check Requests

Check Requests are used to request payment for certain expenses that do not require the involvement of purchasing support. 

You can generate a check request in RU Marketplace by providing supporting documentation when submitting a check request. The Accounts Payable department receives and approves the request and processes payment to the supplier. For more information, see the check request process - NEW LINK NEEDED.

Be sure to:

1. Refer to the check request matrix to determine if the request is a purchase order or a check request
2. Use the proper account code
3. Electronically submit the required supporting documents with the check request
4. Reply promptly to any “comment” placed on the requisition.

For foreign addresses, the appropriate International Wire Transfer Form will need to be completed, as well as the check request by the submitting department. The department must note on the check request that they will be requesting a wire for this payment. Otherwise, a paper check will be printed, and the department must cancel the payment and restart the process. 

Non-PO Uploads

The Non-PO Upload process is a transaction used mainly for paying individuals rather than businesses. Payment is in the form of a check. In some cases, these payments can also be made by check request. 

Non-PO Uploads make it simple to submit a payment request for multiple individuals at once and allow you to track the status of the request. The process also ensures that the payments meet university requirements, as well as the IRS rules that govern the taxation of payments to individuals.

This process can be used to pay individuals for:

• Human subject payments/direct disbursements (to Principal Investigator)
• Non-employee refunds
• Non-qualifying scholarships (formerly stipends)
• Petty cash (pending Accounting approval*)
• Patient refunds
• Royalties (Note: Items categorized as Print Royalties are processed through Candex)
• Legal payments (OGC USE ONLY)

Please note - if the type of request falls under Non-PO Upload, but it is for a non-US resident, then the individual will need to be set up through PaymentWorks as a supplier. The department will need to submit a check request and an International Wire Transfer for payment.

In order to submit non-PO uploads for payment, you must complete the Non-PO Upload Request Form in RU Marketplace, using the Instructions for Non-PO Upload Requests for guidance.

End-users will need to use the commodity code "Wires, Prepayment, Uploads" on the Shopping Cart page for Non-PO Uploads.