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Capture and Assign Receipts Using eReceipts

This page provides step-by-step instructions for capturing images of business and travel-related receipts/documents and assigning them to a transaction preparer for electronic upload to transactions recorded in the Expense Requests and PCard systems. For transaction preparers, see How to: Attach eReceipts to Expense Requests/PCard Transactions and How to: View and Manage eReceipts.

Capture and Assign Receipts Using eReceipts

  • Learn about eReceipts mobile app, process and procedures on Fingate.
  • Download Stanford Mobile on the Apple App Store or Google Play to access the eReceipts app.
    • eReceipts is available as an application within Stanford Mobile. To make eReceipts visible, be sure to update the Stanford Mobile app on your device to the latest version. For more information, visit the University IT Stanford Mobile webpage.
  • eReceipts can also be accessed from Oracle’s SU Inquiry Tools and Forms menu or under the Resources section of the Expense Requests or PCard system.
  • After purchases or travel have been completed, assign all related receipts/documents for the same transaction/trip to the Expense Report preparer, including Travel Card (TCard) or Purchase Card (PCard) transactions.
  • As a reminder, this application does not replace paper receipt retention requirements that may be in place for your department. As a best practice, keep hard-copy receipts until payment for the expense is complete.

  1. Open Stanford Mobile on your device
  2. Under the Today tab, scroll down to locate the For Students or For Faculty and Staff section
  3. Swipe as needed to view the eReceipts tile

 

Mobile App

Access eReceipts via the Stanford mobile app.

 eReceipts Mobile Homepage

 

  1. Select the Add tab at the top left of the screen
  2. Select Choose Files to upload receipts or other documents
on iOS
  • Select Photo Library to select a receipt/document photo stored on your device
  • Select Take Photo to take a photo of the receipt/document
  • Select Choose Files to browse your device and select a file
on Android
  • 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 with Take Photo. If your receipts/documents are already saved on your device, you can select and upload several at the same time.

Attachments for Expense Requests and PCard transactions must be a legible copy of the entire receipt that clearly shows:
- All text
- Receipt date
- Location (when available)
- Vendor/business name
- Entire receipt (additional screenshots may be needed to fully capture a lengthy receipt)

  1. For How did you pay?, select TCard/Personal Funds or PCard

Only eReceipts categorized as PCard will be available to attach in PCard, and only  TCard/Personal Funds eReceipts will be available in Expense Reports

  1. 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 
     

  1. Enter the date goods/services were received in the Receipt Date field

    When uploading multiple receipts, enter a single date for all receipts

  2. In the Description field, enter any additional information that is needed to document the purpose of the purchase

  3. Select Submit

    Once your receipts are uploaded, a confirmation message will appear on the screen: “Receipts Added Successfully!!” 

What Happens Next?

To view uploads, reassign receipts, and monitor transaction processing, use the eReceipts mobile app or the eReceipts interface in Oracle.

Example of Pending: Me queue

eReceipts example of a queue in the Pending:Me screen

Pending: Me Tab

Unassigned receipts appear in the Pending: Me tab.

  1. To view the receipt image, select the file name
  2. Select Detail on the right to see a receipt’s attributes 
    Available Tabs under Detail
    1. Return - Navigates back to Pending: Me
    2. Edit - Allows you to edit method of payment, date, and description
    3. Reassign - Allows you to share the receipt with an SU Person and add a description to it.
    4. Delete - Will delete the receipt and move it to the Deleted tab at the top of the screen
    5. History - Displays the Action date, Action, Shared with (if available), and Action by

Receipts saved under Pending: Me may remain there for up to 180 days. You can delete an uploaded receipt while it’s pending. After processing begins or completes, deletion isn’t allowed.

Pending: Others Tab

If a receipt was assigned to someone, the receipt(s) will appear here until processed by the preparer in an Expense Request or PCard transaction. Options are the same as Pending: Me. Users can Reassign to another SU Person and add Preparer Notes.

The assignee may only use Unassign and/or add Preparer Notes

Processed Tab

Receipts that have been added by the preparer to an Expense Report 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).

  1. Select the file name to see the image
  2. Select Detail on the right to see a receipt’s attributes
    Available Tabs under Detail
    1. Return - Navigates back to Processed
    2. History - Displays the Action date, Action, Shared with (if available), Action by

Deleted

Any receipts deleted by the uploader will appear here.

Last Updated: Nov 17, 2025
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