Candex: Honoraria and Research Participant Payments

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Candex streamlines payment to individuals for specific types of one-time payments, utilizing the Candex tile on the Aggie Enterprise Requisition.

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 is no longer used for these one-time payments (exceptions are for payments that exceed $1500/calendar year, and requests for wires).
  • The payee no longer needs to be onboarded into Aggie Enterprise.
  • The payment, banking, and tax reporting information is securely housed by Candex.

How Does It Work?

Candex is a punchout catalog on the Aggie Enterprise Requisitions screen, where Aggie Enterprise users submit requests for one time payees in the following categories:

  • Honoraria (for non-UC employee payees only)*

  • Research Subject payments (for both UC employees and non-employees)

    *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

NOTE: In order to use the process below, you must have the Purchasing Requisition Entry JR (Job Role). If you do not have this role, please contact your Aggie Enterprise Security Liaison for assistance in getting the role assigned to you.

  1. Aggie Enterprise users select the Candex tile on the Requisitions screen in Aggie Enterprise, where they select the reason for the payment and enter the email address for the payee. 
  2. 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.  
  3. Once the Requisition is fully approved, a Purchase Order will be issued, and an email notification will be sent to the payee.
  4. 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.  
  5. 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 completing this process.

General Ledger Entries

NOTE: As with other types of Requisitions, the associated Purchase Order will create an obligation (encumbrance) against the associated GL Chart String or PPM Project.  Once the payment is issued, the obligation is released and an expenditure created.  Learn more about the general ledger entries created via the Requisition and Purchase Order.

Frequently Asked Questions (FAQ)

  • Q:  Are 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.  Amounts above this are to still be processed on the Payment Request form.
  • Q: Can multiple payees be included on one Requisition?
    • A: No. Each payment is to be on an individual Requisition. Requisitions for research participant or honoraria payments that contain more than one line item will be disapproved.
  • Q: What if the payee does not have an email address?
    • Candex requires an email address.  If the payee does not have an e-mail address they will need to contact the UC Davis Supplier desk at vendordesk@ucdavis.edu.
  • What if the payee doesn’t want an electronic payment?
    • A: Candex is currently set up for electronic payments.  If a payee wants a check, they will need to work with Candex after registering on the Candex site.
  • Q: What should I enter in the Description field on the Candex screen?
    • A: 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 indicate what the payment is for and the specific date of service, such as "Payment to Jada Rodriguez for 5/8/24 speech to graduating Vet Med students.”  
  • 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; any protected health information (PHI) should be redacted or masked from the IRB documentation.  
  • Q: The payee was already previously set up as a vendor.   Should our department continue paying them through a Payment Request form?
    • A: No.  The Candex process is a more efficient and streamlined process for the university and payee, so your department should complete the Candex process.
  • Q: Do I need to include/attach the Payment Request form in the Requisition?
    • A: No. The Payment Request form should not be completed for any Candex requests. 
  • 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: The payee communicates in a language other than English.  Does Candex provide instructions in different languages?
    • A: Yes. Candex supports 14+ languages and payees will be able to select their native language during the registration.
  • Q: What happens if a payment has to be cancelled?
    • A: What needs to be done depends on the status of the initial Requisition. 
      • If the Requisition is still routing, contact the applicable departmental financial approver and ask them to reject the Requisition. 
      • If the Requisition has already been approved, and the associated Purchase Order (PO) issued, contact the Candex team at support@candex.com for assistance. When contacting the Candex team, be sure to include the applicable UC Davis PO number. After Candex has cancelled the payment, request the closure of the PO in order to remove the financial encumbrance.
  • Q: Where can I learn more about the applicable honoraria and research participant policies?

Contacts

NOTE: Steven Kobayashi is the default UC Davis Buyer listed for the Purchase Orders issued to Candex, but should not be contacted, as he manages the contract but not the individual Candex transactions. Questions should be directed as follows: