Preparers can capture images of business and travel-related receipts or documents, then assign them to a transaction preparer for upload to transactions created in the Expense Requests System (ERS) and PCard modules within the Stanford Mobile app.
Capture and Assign Receipts Using eReceipts
Before You Start
- Learn more in the Learn About Systems: eReceipts
- Download the Stanford Mobile app on the Apple App Store or Google Play to access eReceipts from your phone.
- eReceipts is available within Stanford Mobile. Ensure you have the most updated version of the Stanford Mobile app, For more information, visit the University IT Stanford Mobile webpage.
- After purchase(s) and/or travel are completed, assign all related receipts or documents for the same transaction or trip to the individual who will be submitting the related Expense Request System or PCard transaction on your behalf.
- This application does not replace paper receipt retention requirements. As a best practice, keep hard-copy receipts until payment for the expense is paid.
- Open Stanford Mobile on your device
- On the Stanford Mobile homepage (Today tab), scroll down to locate the For Students or For Faculty and Staff section (not that this title varies based on your affiliation with the university)
- Swipe, as needed, to access the eReceipts tile
eReceipts can also be accessed from your computer through Oracle Financials from the following options: SU Inquiry Tools and Forms menu, SU Expense Requests: Resources, or SU PCard: Resources.
Mobile App
eReceipts Mobile Homepage
- Select the Add icon
- Select Choose Files to upload receipts or other documents
on iOS
There are three options to upload receipts and documents:
- Select Photo Library to select a receipt or document photo stored on your device
- Select Take Photo to take a photo of the receipt or document
- Select Choose Files to browse your device and select a file
on Android
There are two options to upload receipts and documents:
- Select Camera to take a photo of the receipt/document
- Select Photos & Videos to browse your device and select a file
Multiple photos can not be captured and uploaded simultaneously. If your receipts or documents are already saved on your device, you can select and upload several at the same time.
Attachments for the Expense Requests system and PCard transactions must be a legible copy of the entire receipt that clearly shows:
- All text
- Receipt date
- Location (when available)
- Vendor or business name
- Entire receipt (additional screenshots may be needed to fully capture a lengthy receipt)
- For How did you pay?, select TCard/Personal Funds or PCard*
eReceipts categorized as PCard will only be available to attach in PCard, and TCard/Personal Funds eReceipts will only be available in the Expense Requests System.
- In the Share receipt(s) with section,
- Leave the field blank to assign to yourself as the preparer, or to assign to a preparer later
Or - Enter the SUNET ID/name of the SU person you want to share the receipt(s) with
Enter the date goods or services were received in the Receipt Date field
When uploading multiple receipts, enter a single date for all receipts
- In the Description field, enter any additional information that is needed to document the purpose of the purchase (e.g., why the expense was incurred and how the expense benefits the university)
- Select Submit
After uploading receipts, the confirmation message will appear on the screen: Receipts Added Successfully!!
View uploads, reassign receipts, and monitor transaction processing from your device within the Stanford Mobile’s eReceipts section or from your computer within Oracle Financials eReceipts shortcuts.
Example of Pending: Me queue:
Pending: Me Tab
Unassigned receipts that have not been added to a transaction yet appear in the Pending: Me tab.
- Select the file name, to view the receipt image
- Select Detail on the right to see additional information related to the receipt. Available Tabs under the Detail tab:
- Return: Navigate back to Pending: Me
- Edit: Edit the method of payment, date, and description
- Reassign: Share the receipt with an SU affiliate (an individual with a SUNet ID)and add a description to it
- Delete: Delete the receipt and move it to the Deleted tab
- History : Displays the Action date, Action, Shared with (if available), and Action by
Receipts saved under Pending: Me will remain there for up to 180 days. You can delete an uploaded receipt while it’s pending. After a receipt has been processed or completed, you can no longer delete the receipt.
Pending: Others Tab
If you assign a receipt to someone the receipt(s) will appear in Pending: Others until it has been added to an Expense Request System or PCard transaction. Options are the same as Pending: Me (review the Pending Me tab for more information). Users can Reassign to another SU Person and add Preparer Notes.
The individual who was assigned the receipt (assignee/preparer) may only use Unassign and/or add Preparer Notes
Processed Tab
Receipts that have been added by the preparer to an Expense Request System or PCard transaction will appear here. Select Detail to view the receipt’s attributes, including transaction number from Expense Requests or PCard (i.e., ER1662898 or 4889930).
- Select the file name to view the image
- Select Detail on the right to see a receipt’s additional information. Available Tabs under Detail:
- Return: Navigates back to Processed
- History: Displays the Action date, Action, Shared with (if available), Action by
Deleted
Any receipts deleted by the uploader will appear in the Deleted tab.
Transaction preparers can learn more in the How to: Attach eReceipts to Expense Requests/PCard Transactions and How to: View and Manage eReceipts.