Business & Financial Services

ePay Payment Requests Overview

ePay is UC Riverside's online application for processing eligible non-purchase order (non-PO) payment requests through Oracle Financials. The application streamlines payment processing by applying business rules, routing requests through electronic approvals, and supporting compliance with University policy and accounting requirements.

Use ePay only for payment types supported by Accounts Payable. If you're unsure whether ePay is the correct payment method, review the information below before creating a payment request.

When to Use ePay

Use ePay to process eligible non-PO payments, including:

  • Honoraria
  • Human Subject Payments
  • Performance Agreements
  • Stipends to Non-Students
  • Casual Labor
  • Game Officials
  • Homestays
  • Library Acquisitions (ORG16 only)
  • Multiple-payee refunds
  • Other approved non-PO payments

For payment-specific requirements and guidance, see the Payment Types tab.

When Not to Use ePay

Do not use ePay for:

  • Employee travel reimbursements (use Concur)
  • Employee business expense reimbursements (use Concur)
  • Purchase Order (PO) invoice payments (use Oracle Payables)
  • Employee payroll payments (use UCPath)
  • Procurement Card (PCard) reconciliations (use Concur)

If you're unsure which payment process to use, contact Accounts Payable before creating a payment request.

Before You Submit a Payment Request

ePay helps departments:

  • Submit payment requests electronically
  • Route requests through the appropriate approval workflow
  • Apply payment-specific business rules
  • Track payment requests throughout the approval process
  • Maintain supporting documentation electronically
  • Support compliance with University policies and audit requirements

Next Steps

Use the tabs to the left to learn how to:

  • Prepare to create a payment request
  • Select the appropriate payment type
  • Understand roles and approvals
  • Follow the payment process
  • Interpret email notifications
  • Find answers to common questions

Additional Resources

Need additional assistance before creating a payment request?

Getting Started

Before creating an ePay payment request, make sure you have the required access, have selected the appropriate payment type, and have gathered all required supporting documentation. Completing these steps before you begin will help prevent delays and returned requests.

Step 1 – Verify Supplier Status

The payee must have an active supplier profile in Oracle Financials before an ePay payment request can be submitted.

If the supplier is not active:

  • Complete the supplier registration process.
  • Allow sufficient time for supplier setup before submitting the payment request.

Note: Newly Spend Authorized suppliers are not available in ePay immediately. The ePay supplier database is refreshed approximately every six hours. If a supplier has recently become Spend Authorized, allow time for the next scheduled refresh before creating the payment request.

Need help? Refer to the Non-PO Supplier/Payment Requests page for supplier registration instructions.

Step 2 – Select the Appropriate Payment Type

Selecting the correct payment type ensures the request is routed correctly and includes the required documentation.

Examples include:

  • Honoraria
  • Human Subject Payments
  • Performance Agreements
  • Casual Labor
  • Stipends to Non-Students
  • Homestays
  • Game Officials
  • Library Acquisitions (ORG16 only)
  • Multiple-Payee Refunds

For payment-specific requirements, see the Payment Types tab.

Step 3 – Gather Supporting Documentation

Supporting documentation varies by payment type but may include:

  • Agreements or contracts
  • Invoices
  • Receipts
  • Approval documentation
  • Sign-in sheets
  • Completed University forms
  • Any documents required for the selected payment type

Providing complete documentation helps avoid processing delays.

Step 4 – Verify Access

Before creating a request, confirm that you:

  • Have the appropriate Oracle Financials access (to verify or request supplier)
  • Have been assigned the required ePay role.
  • Understand your department's approval process.

If you need access, contact your department security administrator.

Before You Submit

Complete the following checklist before submitting your request.

✓ Supplier is active.

✓ Correct payment type has been selected.

✓ Required supporting documentation is attached.

✓ Chart string is accurate.

✓ Business purpose is complete and clearly documented.

✓ Required approvals have been obtained (if applicable).

Taking a few minutes to review your request before submission helps reduce returned transactions and processing delays.

Roles & Approvals

ePay uses role-based security and approval workflows to ensure payment requests are reviewed and approved by the appropriate individuals before payment is processed.

Access to ePay is managed through the Enterprise Access Control System (EACS). Your department's System Access Administrator (SAA) assigns and maintains ePay roles based on your job responsibilities and departmental business needs.

If you need access to ePay or changes to your assigned role, contact your department's SAA.

Approval Workflow

After a payment request is submitted, ePay automatically routes it through the appropriate approval workflow based on:

  • Selected payment type
  • Departmental EACS role assignments
  • University business rules

Approvers are assigned automatically. Users do not manually select approvers.

Typical approval workflow

Departmental Requestor (Optional)
            ↓
Departmental Transactor
            ↓
Departmental Pre-Approver (Optional)
            ↓
Departmental Approver
            ↓
Accounts Payable Review
            ↓
Payment Processing

ePay Roles and Responsibilities

Role Primary Responsibilities
Departmental Requestor (Optional)
  • Initiates payment requests
  • Provides payment details and supporting documentation to the Departmental Transactor
Departmental Transactor
  • Creates and submits payment requests
  • Selects the appropriate payment type
  • Enters supplier and Chart of Accounts (COA) information
  • Uploads supporting documentation• Corrects and resubmits returned requests
Departmental Pre-Approver (Optional)
  • Reviews requests for completeness and accuracy
  • Verifies supporting documentation
  • Returns requests for correction before departmental approval, if needed
Departmental Approver (Head or Delegate)
  • Reviews and approves payment requests
  • Confirms a legitimate University business purpose
  • Verifies funding and policy compliance
  • Approves or returns requests for correction
Accounts Payable
  • Performs the final review before payment processing
  • Verifies approvals, documentation, payment details, and policy compliance
  • Returns requests requiring additional information

Best Practices

To help ensure timely payment processing:

  • Work with your department's SAA to maintain appropriate EACS role assignments.
  • Maintain appropriate separation of duties whenever practical.
  • Submit complete payment requests with all required supporting documentation.
  • Monitor pending approvals and respond promptly to returned requests.
  • Periodically review departmental role assignments to ensure access remains appropriate.

Payment Process 

ePay routes approved non-purchase order (non-PO) payment requests through Oracle Financials for payment.

Click the link to view the detailed full-screen version of the Non-PO Supplier Request Processesflowchart.

Payment Process Overview

Step Performed By Description
1. Create Request Department Create a payment request and select the appropriate payment type.
2. Complete Request Department Enter required information and attach supporting documentation.
3. Submit for Approval Department Submit the request to begin the approval workflow.
4. Review & Approval Department Approver / Accounts Payable Department Approver reviews and approves the request. After departmental approval, Accounts Payable performs the final review for policy compliance and payment eligibility.
5. Payment Processing Accounts Payable Process the payment through Oracle Financials.

Track a Payment Request

Monitor your payment request throughout the approval process by reviewing:

  • Current Status
  • Approval History
  • Current Workflow Location

Monitoring request status helps departments identify pending approvals and respond promptly when additional information is requested.

Common Reasons for Returned Requests

A payment request may be returned if:

  • Required supporting documentation is missing.
  • Payment information is incomplete or inaccurate.
  • Additional clarification is needed.
  • Supplier information is incomplete.
  • University policy requirements have not been met.

Review comments carefully, make the necessary corrections, and resubmit the request as soon as possible.

Payment Types Overview

Selecting the correct payment type ensures your payment request is routed correctly and includes the required information and supporting documentation.

Note: ePay Payment Types are different from Supplier Request Types used during supplier registration. Supplier Request Types determine how a supplier is onboarded in Oracle Financials, while ePay Payment Types determine how a payment request is processed.

If you're unsure which payment type to use, contact Accounts Payable before creating your payment request.

ePay Payment Types

ePay Payment Type Available As When to Use
Honorarium Single or Multi Payee A one-time payment to a non-employee or non-UCR student in recognition of a special service or distinguished achievement, such as a guest lecture, presentation, workshop, or panel participation.
Human Subject Payment Single or Multi Payee Payments to individuals participating in approved research activities.
Performance Agreement Single Payee Payments associated with approved Performance Agreements for performance-based services.
Stipend to Non-Student Single or Multi Payee Payments made to individuals who are not UC students for approved stipend programs.
Casual Labor Single or Multi Payee Eligible casual labor payments that are not processed through Payroll.
Game Official Single or Multi Payee Payments to athletic officials for officiating university-sponsored events.
Homestay Single or Multi Payee Approved payments for homestay services.
Refund Multi Payee Only Approved refunds issued to multiple payees as part of a single payment request.
Library Acquisitions (ORG16 Only) Single Payee Payments for eligible library acquisitions processed by ORG16 departments.
Other Single Payee Eligible non-PO payments that do not fit another available ePay payment type.

Need Help Choosing a Payment Type?

Selecting the correct payment type helps ensure:

  • The appropriate business rules are applied.
  • Required documentation is collected.
  • The payment request follows the correct approval workflow.
  • Payment processing is not delayed.

If you are unsure which payment type best fits your transaction, submit a ticket and select "Travel & Expense."  

Email Notifications Overview

ePay automatically sends email notifications as payment requests move through the approval workflow. Notifications are generated when action is required or when the status of a payment request changes.

Important: ePay does not send reminder notifications. Review and respond to email notifications promptly to avoid delays in payment processing.

What to Expect

Most ePay email notifications include:

  • Payment Request Number
  • Payment Request Description
  • Payee Name
  • Current workflow status or required action
  • Link to access the payment request in ePay

Sender Information

Email notifications are automatically generated by ePay.

Typically:

  • Sender: ePay Approval
  • Recipient: The individual responsible for the next step in the approval process

Subject Line: Includes the Payment Request Number and workflow status or required action

Important Reminders

  • Monitor your University email regularly for ePay notifications.
  • Review and respond promptly to requests requiring your action.
  • Do not reply directly to automated ePay email notifications.
  • If a payment request is returned, review the comments, make the necessary corrections, and resubmit the request.
Question Answer
Does the payee need to be an active supplier before I create a payment request? Yes. When required, the payee must have an active supplier profile in Oracle Financials before payment can be processed. Refer to the Non-PO Supplier/Payment Requests page for supplier registration instructions.
When will a newly registered supplier appear in ePay? Suppliers become available in ePay after the next scheduled synchronization once they are Spend Authorized in Oracle Financials. If the supplier is still unavailable after the next refresh, contact Accounts Payable.
Can I save a payment request and finish it later? Yes. Payment requests can be saved and completed before they are submitted for approval.
Can I edit or cancel a payment request after it has been submitted? Once submitted, payment requests cannot be edited while they are in workflow. If changes are needed, the request must be be returned before it can be updated and resubmitted. Contact Accounts Payable if assistance is needed.
Why can't I find my supplier in ePay? Verify the supplier is Spend Authorized in Oracle Financials and allow time for the next synchronization. If the supplier is still unavailable after the next refresh, contact Accounts Payable.
Why is my payment request failing Chart of Accounts (COA) or budget validation? Validation errors may occur if the chart string is incomplete, contains inactive values, or does not meet University business or budget rules. Review the error message and work with your department's financial administrator to resolve the issue before resubmitting the request.
My payment request isn't routing for approval. What should I do? Contact your department's System Access Administrator (SAA) to verify that the appropriate approver has been assigned in the Enterprise Access Control System (EACS). Missing or incorrect role assignments may prevent a payment request from routing through the approval workflow.
Why was my payment request returned? Payment requests are commonly returned when required documentation is missing, payment information is incomplete or inaccurate, the incorrect payment type was selected, the business purpose or justification is unclear, additional clarification is needed, required approvals cannot be completed, or University policy requirements have not been met. Review the return comments, make the requested corrections, and resubmit the request.
What documentation should I include with my payment request? Required documentation varies by payment type but generally includes the invoice or supporting documentation, business purpose, funding information, and any additional documentation required by University policy. Refer to the Payment Types tab for payment-specific requirements.
How can I check the status of my payment request? Monitor your payment request in ePay by reviewing the Current Status, Approval History, and Current Workflow Location.
Who approves my payment request? Approval routing is determined automatically based on the payment type, departmental EACS role assignments, and University business rules. Users do not manually select approvers. Refer to the Roles & Approvals tab for additional information.
My payment request has been approved. Why hasn't it been paid yet? Departmental approval is only one step in the process. After all required approvals are complete, Accounts Payable performs a final review before processing payment. Payment timing depends on successful review, payment eligibility, and the University's payment schedule.
How long does payment processing take? Accounts Payable generally processes complete payment requests within 10 business days after the request reaches the Accounts Payable queue. Requests requiring additional information or corrections may take longer.
How will I know when action is required? ePay automatically sends email notifications when action is required during the approval process. Because reminder notifications are not sent, monitor your University email and respond promptly when action is required.
Where can I find step-by-step instructions? Visit Training Resources and search for ePay to access available job aids and training materials.
Where can I get help? For questions about payment eligibility, payment processing, or system functionality, submit a request through the Finance and Administration Support Portal and select Travel & Expense.