- Eliminates the need to set the payee up in RealSource as a Vendor.
- Eliminates the need to request social security numbers.
- All that is needed is a valid email address for the payee.
- Shoppers will register with Candex after their first transaction to allow them visibility to the Order Feed in Candex. Refer to the Shopper experience guide for an overview of the process.
- They will receive an email from support@candex.com asking them to complete a 1-minute Candex registration so they can be paid by the University electronically through Candex. Refer to the Payee experience guide for an overview of the registration process.
- Eliminates Vendor setup in RealSource.
- The payee will receive payment through Candex within a few days of registering.
Q: What if an employee leaves the University? Can I see their Candex transactions in the Candex system?
A: Yes, have an Approver submit a RealSource user request form located on the shopping dashboard of RealSource to have the users account deactivated in RealSource and request to have their open PO’s reassigned. Then contact support@candex.com to have the Order Feed updated to the new person.
Q: Can I schedule payments out for an extended time?
A: No, you should only create payments as they are needed. Create your order using the Candex Catalog located on the RealSource shopping dashboard and receive the purchase order. Once the payee accepts the payment it will be paid within 3 to 5 business days.
Q: Can I pay non-employee reimbursements to individuals?
A: No, currently you should not pay non-employee reimbursements through Candex as these transactions would become 1099 reportable. These transactions should be processed in Chrome River, so that they will not be 1099 reported.
Q: I need to pay an Independent Contractor (ICA). Can I use Candex to make this payment?
A: No, Candex should not be used to pay Independent Contractors (ICA). A purchase order should be created to the individual you are receiving the services from. Candex should not be used to pay for any goods or services. It is only to be used for the items listed in the pick list which are Research Participant payments, Honorarium, Preceptor, Stipends and Award or Prizes.
Q: How quickly will my Payee receive payment?
A: VCU will pay Candex for your purchase order. You will need to complete your receipt as soon as you have a purchase order number. Check run dates are normally on Monday and Wednesday of each week but can change with holidays. Please reference the Check Run Calendars. Your Payee should receive payment within 5 to 12 business days.
Q: How do I tell who the Payee is that I paid when looking at my purchase order in RealSource or Banner?
A: All orders created to Candex will show Candex in RealSource and Banner. If you want to track the individual you are paying use the description area of your requisition to put the name of the individual. Also, register with Candex so you will be able to see a list of all your orders as well be able to track the payment to your Payees. For more information reference the Shopper Training Guide
Q: My Payee is getting a compliance warning when they try to accept the terms.
A: Candex runs a compliance scan against a whole host of lists as soon as the payee registers. If there is a hit on any of those list it blocks the Payee from accepting order terms until those hits are resolved. Candex quickly reviews those hits and tries with best efforts to have them resolved within 24 hours.
Q: What is the dollar limit I can process a payment for through Candex?
A: The dollar thresholds follow the current standards set forth for all purchases in RealSource, so anything over 10k will flow to Purchasing for review.
Q: I need to pay a current VCU student a stipend payment. Can I use Candex?
A: We suggest checking to see if the student is currently setup in Banner with a direct deposit account. If they are we suggest using the One-time Payment request form located on the RealSource Shopping dashboard. To check if a student is setup with direct deposit please use the Direct Deposit (ACH) availability by V# lookup located on the Procurement Services website under I want to Pay an Individual.
Q: Can I pay multiple individuals on the same requisition?
A: No, you should have a separate requisition for each Payee. This will allow you to be able to cancel the purchase order if there are issues.
Q: Can I cancel a purchase order with Candex?
A: Yes, you will need to submit the Cancel PO request form located on the RealSource Shopping dashboard. If possible do not create a receipt on the purchase order to ensure nothing gets paid to Candex if you think you are going to cancel the purchase order.