Non-PO Upload Request

The non-PO upload process is a transaction process used for paying individuals rather than businesses, and payment is in the form of a check.  In some cases, these payments can also be made by Check Request.

Non-PO uploads make it simple to submit a payment request for multiple individuals at once and allows units to track the status of the request.  The process also ensures that the payments meet university requirements and IRS rules governing the taxation of payments to individuals.

This process can be used to pay individuals for:

  • Human subject payments/direct disbursements (to Principal Investigator)

  • Non-employee refunds (not travel or business expense)

  • Non-qualifying scholarships (formerly stipends)

  • Patient refunds

  • Petty cash

  • Royalties

  • TA/GA awards


In order to submit non-PO uploads for payment, units must complete the Non-PO Upload Request Form in RU Marketplace , using the Instructions for Non-PO Upload Request for guidance. 

With all requisitions, unit must include the Non-PO Direct Upload Recipient Data File  (found in the Forms section under Accounts Payable) and send the file using the RU Marketplace requisition number in the file name, along with all other necessary documents, to University Procurement Services Sharepoint site.  Please do not attach any documents to the form or the requisition.  All documents should be uploaded to Sharepoint, due to sensitive data contained in the files.

Employees who need access to the Sharepoint site should contact Procurement Help Desk at procure@finance.rutgers.edu, using the subject line “Non-PO Upload Sharepoint Access Request”.  Once the Non-PO Upload Request Form has been submitted, units can track the status of their submission in RU Marketplace. 

Units with any other questions or concerns regarding non-PO uploads should contact Accounts Payables at uploads@finance.rutgers.edu.

 

Types of Non-PO Uploads and Required Documentation

Human Subject Payments / Direct Disbursements

A human subject payment is a payment made to human subject/recipient/ participant in clinical trials, and is typically paid to the Principal Investigator by check using the non-PO upload.  The Principal Investigator will then distribute payment to the human subject recipient.

Payments made as gift cards are a separate process and should go through the Check Request Matrix for store cards or the University Procurement Services’ forms page for Bank of America cards.

Required Documentation for Check Payment to Principal Investigator

Required Documentation for Check Payment to Non-Employee Individual

  • Units must submit a Check Request for human subject payments directly to the individual who participated in the study.  Required documentation is listed on the check request matrix.

Non-Employee Refund (not travel or business expense)

A non-employee refund is a university-associated fee (not related to travel or business expense) that is paid for by the non-employee but that should be returned in certain circumstances.  Examples of a refund include but are not limited to a fee for a cancelled program, a cancelled class, deposit returns, etc.

Required Documentation

  • Cash Transmittal; or

  • Copy of the Check; or

  • Payment information

Non-employee travel or business expense reimbursements, on the other hand, are expenses normally paid for by Rutgers, but are reimbursed to the non-employee for out-of-pocket costs (see Travel and Expense Management Policy 40.4.1).

Units should continue to request travel and business expense funds via the check request.  

Non-Qualifying Scholarship (formerly Stipends)

A non-qualifying scholarship is an expense such as room, board, travel (i.e. attend a conference), research (i.e thesis research) living allowance for non-employees, or expenses other than qualified tuition and fees, that can be issued in periodic payments. This may include certain types of fellowships.  Examples of fellowships could include undergraduate summer research grants, honors program grants, or STEM (Science, Technology, Engineering, and Math) grants.  A non-qualifying scholarship payment shall not be in exchange for services or jobs. 

Required Documentation: 

For submission of 15 or more recipients:

For non-qualifying scholarships, the Non-PO Upload Request Form is used to submit a list of 15 or more recipients who need supplier set-up.  University Procurement Services will notify units once supplier set-up is complete.   At that time, units must submit a Check Request.

If a recipient has previously been set up in RU Marketplace, units should submit a Check Request.

For submission of less than 15 recipients:

For submissions of less than 15 recipients, units must go through RU Marketplace for routine supplier set up.  At that time, units must submit a Check Request.

Patient refund 

A patient refund is a refund for overpayment of a patient account. 

Required Documentation

  • Cash Transmittal; or

  • Copy of the Check; or

  • Payment information

Petty Cash

Petty cash is a reimbursement of funds held by the unit, and originally approved by Treasury.  All reimbursements are audited by Accounting and forwarded to Accounts Payable for payment. 

Required Documentation

  • Cash Transmittal; or

  • Copy of the Check; or

  • Payment information

Royalties

A royalty is a payment for “permission to use” intangible property (i.e.: copyright, patent, software license).  Units may also process payment through a Check Request, especially for a smaller number of recipients or for non-employees.  Employee royalties must be processed through the non-PO Upload.    

Required Documentation:

Additional Required Documentation for Non-Employees:

Teaching Assistant / Graduate Assistant (TA/GA) Awards

A TA/GA award is payment used for activities associated with academic progress toward the degree such as summer support, research support and travel.

Required Documentation: