Overview: Getting Reimbursed

Learn how:  Requests for reimbursement of expenses are processed via Stanford's iOU Reimbursement System (See Petty Cash for information on requesting reimbursements of less than $150).

For:  Requestors, Approvers, and Payees

Requestor

Within 10 days of incurring expense or completing travel:

Gather backup proof-of-payment documentation and receipts, and information required for entering the reimbursement request in iOU. See Resources & Job Aids: iOU Reimbursement Request Checklist.

Understand Guidelines for Writing a Clear iOU Business Purpose

Enter reimbursement request in iOU (including clearing outstanding advances, if applicable)

Approver

Review, approve or return reimbursement request

Follow-up with originators regarding requests placed on hold (Reference Resources & Job Aids: iOU Reimbursement Request Checklist)

Travel & Reimbursement Processor

Review transaction for proper documentation and compliance with policy

Process approved transactions for payment

Follow-up with originators regarding requests placed on hold (Reference Resources & Job Aids: iOU Reimbursement Request Checklist)

Requestor

Review reimbursement status in iOU (respond to hold status if applicable)

Travel & Reimbursement Processor

Process payment

Payee

Receive payment

Note:  For information on when to expect your check, see Current Payment Processing Times & Inquiry Response Times.