Candex Now Available for Prize and Award Payments

Candex is a payment software and service provider that facilitates one-time payments to individuals.  We introduced Candex as an enabled supplier in the CU Marketplace earlier this year to simplify the honoraria (and associated expense reimbursements) payment process, and are now pleased to be expanding the use of Candex for prize and award payments.

How do I access Candex?

Anyone who holds the Procurement Initiator role can punch out to Candex from the CU Marketplace to enter the payee information and invite the payee to register with Candex.

A reminder of how Candex works

• A requisition is submitted in the CU Marketplace.
• Once all approvals have been satisfied, a PO is automatically created and an email is sent from the University, via Candex. Inform the payee that they will receive an invitation from Candex inviting them to register with Candex and complete their payment and/or banking details.
• Once the payee has submitted the required information, the payment (honoraria, prize, award) can then be made by Candex on behalf of the University.
• Visit the Making Payments With Candex webpage on the Procurement website for more detailed information.

Benefits of using Candex

• The Candex onboarding process is significantly simpler and less detailed than the University’s vendor setup process in PaymentWorks, making it easier and faster for payees to complete.
• Expense reimbursements associated with an honorarium, prize or award can also be paid using Candex as part of the same requisition.
• Candex does all the vetting of the payee to ensure the University is fully compliant with all regulations.
• Multiple languages are available in Candex to help the payee submit required information.
• Payments are typically made within 72 hours of the payee completing the required information.
• Payees can self-serve through their Candex account and view their payment status.
• The Procurement Initiator can see the PO status in the CU Marketplace.
• The annual IRS tax reporting is managed by Candex.

What else do I need to know?

Candex is available now for all new prize, award or honoraria payment requests.  However, some individuals may have recently completed the PaymentWorks process to be set up as a University vendor (in order to receive payment). To accommodate this, the Prizes and Awards option will remain available in the Payment Reason dropdown list for Non-PO Vouchers until December 31st, 2025.  After this date, Non-PO Vouchers for Prizes and Awards will no longer be accepted, and all prize and award payment requests, along with all honoraria payment requests, must be submitted using Candex.

How do I learn more?

Review the Making Payments With Candex Quick Guide to learn how to create a Requisition for these types of payments, as well as how to include an expense reimbursement associated with an honorarium, prize or award.  In addition, please review the Policy for Making Payments With Candex to understand what can and cannot be included in the payment request.  For payees, the Receiving a Columbia University Payment via Candex is a useful resource to share with them.

We believe using Candex for prize and award payments, in addition to honoraria payments, will provide a more seamless experience for both departments and payees.

Best,

Columbia University Procurement Team