Accounting Office

Non-PO Supplier/Payment Requests

Determine the right process and registration path for different supplier/payee types.
 

Before making a non-PO payment, submit a Supplier Request in Oracle Financials if the individual or organization is not already Spend Authorized. When you select the correct supplier type, the matching DocuSign process will automatically launch and guide the supplier through registration.
  • Request Steps
    1. Confirm access – Ensure you have the UCR Supplier Requester JR role in EACS (via Department SAA).
    2. Check supplier status – Confirm the payee is not already “Spend Authorized” in Oracle.
    3. Identify the Supplier Request Type – Selecting the correct supplier request type triggers the DocuSign workflow and requirements.
    4. Invite the payee – Departments must invite suppliers to register in the UCR Supplier/Payee Portal before any payment. See Requesting DocuSign-Eligible Suppliers in Training Resources.
  • Supplier Request Types
    Supplier Request Type


    DocuSign Supplier Request Types:
    Please refer to the updated list of Supplier Request Types in the system. See Requesting DocuSign-Eligible Suppliers for guidance. It is critical that department supplier requestors select the correct type to ensure the supplier is provided the appropriate DocuSign form.

    • Reimbursement/Refund Only – For Concur travel/non-travel expense reimbursements and ePay refunds.
    • Honorarium – For payments to non-employees and non-UCR students in recognition of a special service or distinguished achievement. Payments to employees must be processed through payroll and payments to students must be processed through Banner.
    • Other Non-PO – For other payments not specified (e.g., casual labor, game official, homestay, human subjects)
    • Stipend – For payments to non-employees and non-UCR students in recognition of a special service or distinguished achievement. Payments to employees must be processed through payroll and payments to students must be processed through Banner (student information system).

    Non-DocuSign Supplier Request Types: 

    • Performance Agreement – For performance-based services (e.g., speaking, entertainment).
    • Standard Purchase Order - For suppliers that receive payments against a Purchase Order (PO).
  • Important Notes
    • 90-day supplier profiles are no longer available.
    • Once a guest traveler is Spend Authorized, remember to assign them to an accountability structure in Concur for pre-trip requests and expense reports. See Guest Traveler Routing in Resources.
    • Suppliers eligible for the streamlined DocuSign process will receive a DocuSign form within 30 minutes of the initial registration email (subject line: “UCR Supplier Registration Form”) from email address(es) integrations@ucr.edu / dse_NA3@docusign.net.
    • If a supplier receives a DocuSign form, they should not access the Oracle Supplier Portal, as doing so will invalidate the simplified process. If a DocuSign form is not received within 30 minutes, the supplier should follow the full registration instructions provided in the original email. This guidance is included in the automatic communication sent to prospective suppliers. 
  • Training Resources


    Visit the Training Resources webpage and filter by ‘Supplier’ to view all supplier registration forms, guides, and videos.

Click the link to view the full-screen version of the Non-PO Supplier Request Processes flowchart.
 

Supplier Request Glossary

To help users understand key terms and processes involved in registering suppliers and issuing payments. 

Term
Definition
Supplier Request The initial submission to request supplier setup in Oracle Financials. Note
Supplier Registration The process of collecting required tax and identity documents for a supplier so that UCR can issue reimbursement/payment.
W-9/W-8 Forms IRS tax forms required for U.S. and foreign suppliers respectively.
1042-S A U.S. tax form used to report income subject to withholding for non-citizens. Please review the following guidelines if the supplier is a Foreign Nonresident Payments subject to Withholdings.
Form CA587 CA form used to certify withholding exemptions for non-CA residents.
Form CA590 CA form for claiming exemption from nonresident withholding.
PCA  The Payroll Coordination & Analysis (PCA) team within Business & Financial Services is responsible for managing foreign person registration and compliance requirements. 
Honorarium A one-time payment made to a non-employee or non-UCR student in recognition of a special service or distinguished achievement, such as delivering a lecture, participating in a workshop, or serving on a panel. Unlike contracts, honoraria do not include terms and conditions or require an invoice for payment. Payments to UCR employees must be processed through Payroll, and payments to UCR students must be processed through Banner.
ePay UCR’s online payment system used for processing tax reportable (non-employee, non-student stipends and honorariums) direct payments, refunds, and other non-PO payments efficiently and securely.
Performance Agreement A contract for performance-based services (e.g., speaking, entertainment). Visit the Performance Agreements webpage under Business Contracts to initiate a performance agreement with the performer. 
Stipend A fixed, regular payment typically used in academic, program participation, or when an employee (non-student) is temporarily assigned higher-level responsibilities that are not the employee’s regular position. 
Eligibility Review Internal review by BFS to determine visa and tax compliance for foreign individuals or entities.
Other Non-PO 
A fallback category used for non-PO payments not captured by the specific supplier types (e.g. casual labor, game official, homestay, human subjects).
Casual Labor An individual hired on a short-term, temporary, or as-needed basis, typically for a single day or brief period without an ongoing employment relationship. Used for one-time tasks, seasonal work, or irregular labor needs (e.g., event setup, manual labor). Casual laborers are not classified as employees and may be paid via a one-time payment, subject to tax reporting.
Game Official Referees, umpires, judges, or other officials responsible for enforcing rules, ensuring fair play, and making decisions during a sporting event.
Homestay A housing arrangement in which hosts provide accommodations to foreign students attending classes while living in private homes. As outlined in UC Accounting Manual D-371.12.1, payments made to hosts for homestay services may be subject to 1099 tax reporting.
DocuSign Supplier Request Types The categories a department must choose when creating a supplier request in Oracle so the correct DocuSign form is triggered (e.g. Reimbursement/Refund Only, Honorarium, Other Non-PO, Stipend).
Non-DocuSign Supplier Request Types Supplier request types that do not use the streamlined DocuSign process (e.g. Performance Agreements, Standard Purchase Orders).
Standard Purchase Order (PO) Supplier Suppliers approved to receive payments via a formal Purchase Order (PO). For typical goods or services purchases rather than non-PO payments.
Guest Traveler (accountability structure) The tool used for the assignment of a non-employee “guest” in Concur under an accountability structure to manage their travel permissions, pre-trip requests, and expense report routing.
Streamlined DocuSign Process The simplified pathway where eligible suppliers receive a DocuSign registration form (within about 30 minutes), skipping the full Oracle portal registration.
Invalidating the simplified process If a supplier accesses the full Oracle Supplier Portal before completing the DocuSign form, it cancels the simplified workflow (forcing them into the standard registration path).