News
Laboratory Equipment & Supply Expo September 16, 2026
|
||
|
Candex Catalog is Live, Important Process Change for One-Time, Small-Dollar Payments to Individuals
Dear BU Faculty and Staff,
Effective June 1, 2026, Procure To Pay’s Payment Services is excited to launch a new process for one-time, small-dollar payments up to $5,500 for non-employee awards, honoraria, non-service stipends (no payment amount limit), royalties, and study subject payments. To streamline processing for your business office and to improve the payment delivery experience for your payees (recipients), we are transitioning to an electronic third-party payment platform called CANDEX. For the payment types above, we will no longer issue paper checks via disbursement requests. Instead, requisitioners in your business office will navigate to the Candex catalog in Ariba Guided BUying and complete a simple form with instructions for your payment.
What is required of the Requisitioner?
Requisitioners should review the P2P Candex site, which includes step-by-step instructions and a video tutorial for guidance on submitting payment requests via Candex. Please review the process below.
- Obtain Shopper Role: Submitters must have the Shopper Role in Ariba Guided BUying. Contact your Department Security Administrator (DSA) to request access if needed.
- Create Purchase Requisition: Navigate to the Candex catalog within Ariba Guided BUying and complete the form based on the type of payment you are submitting. Attach required documentation, click attestations, and complete the checkout process in Ariba Guided BUying. Your department Cost Object Approver(s) must be available to approve the purchase requisition(s) for payments above $500.
- Generate Purchase Order: Upon approval, Ariba will send a purchase order to Candex with BU’s authorization to make the payment.
- Share the P2P Recipient Payment site: Department correspondence to the recipient should include a link to the P2P Recipient Payment Process with Candex site to provide an introduction and step-by-step instructions to the new payment process.
What is required of the Recipient?
Recipients should review P2P Recipient Payment Process with Candex site which outlines the process for receiving their payment from Boston University via Candex.
- Receive email from Candex: Recipient receives an email from support@candex.com informing they have a payment authorization from Boston University in the Candex platform, with a link to request the payment.
- Register and accept payment: Recipient creates an account on the Candex platform, provides banking details, and uploads a W-9. They may view the payment details, including a description and the amount authorized for payment. Recipient accepts the terms and conditions (if applicable) and the payment.
- Receive Payment: Upon successful registration, the payment will be sent to the recipient’s designated bank account via ACH within 3 to 5 business days of receiving funds from BU.
- Check Payment Status: In the Candex platform, the recipient may click on the “View” button from the Payments panel on the right side of the screen. The Payment Details panel displays a timeline of the current payment status and other information about your payment.
- Obtain Assistance: Once the recipient receives an email, Candex provides customer support at support@candex.com.
What’s Next?
Training and Support: Learn how to efficiently navigate the Candex catalog within Ariba Guided Buying and submit a payment request through comprehensive step-by-step guides and an accompanying video tutorial available on the P2P Candex site. For additional training or support, please contact the P2P team via the Financial Affairs Customer Service Portal for an individual session.
Thank you for your flexibility as we roll out this new process. We are confident that Candex will be a positive experience for our payment recipients and your business office.
Best regards,
Payment Services, Procure to Pay
Information Technology Acquisitions and Renewal Process
|
|