News

Candex Catalog is Live, Important Process Change for One-Time, Small-Dollar Payments to Individuals

By oclachar June 1st, 2026

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

By oclachar January 28th, 2026

Boston University Information Services & Technology and
Sourcing & Procurement -

 

As part of our ongoing efforts to help you maximize budgets through the strategic purchase of goods and services, and to minimize risk to the University, we’re reminding you about the requirement that all information technology acquisitions and renewals must be reviewed by IS&T prior to contracting to ensure compliance with BU security and system standards.

 

Security Review & Contract Request

If you are contemplating using a vendor that will process, store, use, modify, access, copy, or transmit data, please request a Vendor Security Review. For new services, please attach the unsigned contract, quotation, or proposal along with the vendor’s SOC 2 and/or HECVAT report . For contract renewals, the SOC 2 and HECVAT documents are not required, just the submitted review form.

When the security review is complete, you will receive a Cyber Risk Assessment and Management form that identifies any risks or required actions. Next, submit a Contract Request Form in Ariba; Procure to Pay will prepare the contract for signature. Please note, contracts may only be signed by university leaders with Delegated Signature Authority (typically, Chris Sedore, Derek Howe, Nicole Tirella, and Randall Moore).

 

Purchase Consultation

Consulting with IS&T first, before engaging a vendor, can significantly speed deployment and may result in savings, since the University may already be providing or negotiating a contract for a needed service. This process protects University's assets, reduces the risk of costly security incidents, and helps ensure financial resources are used efficiently. We are here to partner with and advise you on these initiatives.

Want to start the conversation? Contact your IS&T Relationship Manager/Primary Responder or complete the New Technology Engagement Request form.

For additional questions about the goal and approach to this effort, please do not hesitate to contact the IT Help Center at ithelp@bu.edu or 617-353-HELP(4357).

Sincerely,

Chris Sedore
Vice President, Information Services & Technology and Chief Information Officer

and

Randall Moore
Associate Vice President, Sourcing & Procurement and Chief Procurement Officer

Tariff Impacts on BU’s Operation

By am5815 June 25th, 2025

The recent changes to U.S. trade policy and tariff schedules have disrupted supply chains and caused unpredictable pricing for the goods we purchase from abroad.  As this situation continues to unfold in Washington, D.C., here are several steps you can take to protect your budgets and ensure the items you need will reach campus.

Validate Tariff Charges:

Suppliers must present credible documentation to justify any price increases attributed to tariffs.  To avoid unjustified cost increases, review their claims including details about country of origin and the composition of tariffed inputs (e.g., aluminum, circuit boards).  Where tariff costs are unavoidable, we should expect our suppliers to partner with us to partially absorb these increases.  Similar to ubiquitous “COVID-19 Surcharges” encountered five years ago, we should not accept broad, opaque tariff-based increases.  Everything is negotiable and BU has a long memory.

Utilize Available Resources:

  • Sourcing Team:  If your imported item incurs tariff surcharges, please submit a request via the Financial Affairs Customer Service Portal (see screenshot below). Our Sourcing team will promptly assist you.
  • Customs Broker:  BU’s Customs Broker, Watchpoint Logistics, will help ensure a smooth importation process.  As soon as you have a quote from a foreign supplier and suspect tariff charges may be part of the transaction, engage Linda Amiro at Watchpoint Logistics for assistance.  She can be reached at linda.amiro@watchpointlogistics.com, or (617) 567-6800.
  • In certain circumstances, it may be possible to apply for Duty-Free Entry of Scientific Instruments or Apparatus using Form ITA-338P from the U.S. Department of Commerce.  The application process is complicated, time-consuming, and not guaranteed, but it may provide some relief.  We are in discussions with a few consulting firms that could manage the form completion and submission on our behalf.  More to come.
Additional Comments:
  • Tariff charges on grant-related purchases are generally unallowable but will be reviewed on a case-by-case basis.
  • If a tariff surcharge appears on your supplier's invoice and is not a specific line item on your Purchase Order, the invoice cannot be paid because it is out of tolerance. You will need to create Version 2 of your Purchase Requisition and add a line item that matches the value of the tariff surcharge. Please use G/L 535220 “Tariff Charges.”
  • Substitute an imported item with a domestic source.  Recently, one BU department was able to swap out Chinese-manufactured circuit boards for the same specification provided by a U.S. supplier, avoiding the tariff surcharge.
  • Make strategic advance purchases.  Work with suppliers to “buy ahead” from current pre-tariff inventory.
  • Confirm delivery timelines.  As was the case during the pandemic, tariff uncertainty will disrupt supply chains, lengthening the amount of time to receive your shipments.  Collaborate with suppliers to anticipate delivery timelines and communicate expectations to your team as needed.