Candex will streamline payment to individuals for specific types of one-time payments. Candex will be a new option on the Aggie Enterprise Requisition, with implementation scheduled for February 3, 2025.
What is Candex?
Candex is a payment solutions vendor that provides a streamlined way to process specific one-time payments, while meeting compliance requirements, and without the need for UC Davis departments to set up one time vendors (payees) in Aggie Enterprise.
- The Payment Request form will no longer be used for these one-time payments.
- The payee will no longer need to be onboarded into Aggie Enterprise.
- The payment, banking, and tax reporting information will be securely housed by Candex.
How will it Work?
Candex will be added as a punchout catalog on the Aggie Enterprise Requisitions screen, where Aggie Enterprise users will submit payment requests for one time payees in the following categories:
- Honoraria (for non-UC employee payees only)*
Research Subject payments (for both UC employee and non-employee payments)
*NOTE: Honoraria for UC employees must be paid through UC Path as a one-time payment and are not requested through this process. Employee Honoraria requests are submitted through AggieService.
High-Level Process Overview
- Aggie Enterprise users will select the Candex tile on the Requisitions screen in Aggie Enterprise, where they will select the reason for the payment and enter the email address for the payee.
- After the Requisition initiator submits the document, it will route to the department financial approver and then to central Accounts Payable for review and approval.
- Once the Requisition is fully approved, a Purchase Order will be issued, and an email notification will be sent to the payee.
- The payee follows the email instructions to register online with Candex and then enters their banking information to receive their payment. If a payee has registered/been paid via the Candex platform previously, they don't have to register again.
- See the Candex overview slides that also provide a visual of the process above.
An online step-by-step guide has been developed to assist departments in using this process, effective Monday, February 3rd, 2025.
Frequently Asked Questions (FAQ)
- Q: Will other payment types, in addition to research participants and non-employee honoraria, be available for payment with Candex?
- A: At this time, the only allowable payment types are research participants and non-employee honoraria, but other payment types may be available in the future.
- Q: For the payments in Candex, are there any dollar restrictions?
- A: Yes, the current restriction is $1500 per email address (payee) per calendar year.
- Q: Does Glacier tax reporting documentation need to be completed for payments issued via Candex?
- A: No. Since the dollar amount is below the tax-reporting threshold, Glacier documentation is not required. In addition, the payee in Candex is able to document their own tax-reporting situation when they are issued a payment.
- Q: When issuing a payment in Candex, is any documentation required?
- A: Yes, for research participants the Institutional Review Board (IRB) number is required, along with the supporting documentation that includes that number. The Description field should include the specifics for the payment, such as “Payment to Research Participant Joe Smith for Research Study 345-XY on grain harvest.” For honoraria, the Description field should include the specific date and indicate what the payment is for, such as "Payment to Jada Rodriguez for 5/8/24 speech to graduating Vet Med students.”