This page provides step-by-step instructions to create a new expense report for SU payees (Stanford University student, faculty, staff or emeritus still on payroll). Expense reports are used to report business and travel expenses (including Travel Card and receipt-based expenses) for the purpose of expense approval and the allocation of expenses to the appropriate project, task, award and expenditure type (PTAE). An expense report may also result in a reimbursement to the payee for eligible out-of-pocket expenses.
Please Note: The field to enter beneficiaries has been moved to the Allocations and Approvers screen. Learn more about recent updates to the beneficiaries field.
For Domestic SU Payees
Before You Start
Learn about creating an SU Payee Expense Report, by taking the STARS Course, FIN-0500 Introduction to the Expense Requests System and view the screenshots in FIN-0500: Learning Supplements.
For details on using Expense Reports to manage Travel Card Expenses, review the STARS Course, FIN-0402: Expense Reports with Travel Card Transactions and/or view Expense Reports with Travel Card Transactions - Learning Supplements.
- Enter ofweb.stanford.edu in the browser
- Select Login
- As prompted, log in using SUNet ID and password
- Select SU Expense Requests
- Select SU Payee under Expense Report in the Create New Transaction column
- Select Expenses (Domestic U.S.) from the Category drop-down list
- Enter the Payee's name (Last name, First name) or search and select the payee by selecting the search icon (magnifying glass) The payee must be the employee or student who incurred the expenses, and who will receive a reimbursement if one is owed.
- Select Yes or No in the Rush Processing drop-down menu
Select preferred Payment Method from the drop-down if both electronic and check options are available for a payee (as for some DAPER staff)
- The payment method is auto-filled based upon what the Stanford payee has setup (electronic or check) with Payroll.
Will Call Check
Will Call check delivery option is handled via Rush Processing.
i. Select Yes in the Rush Processing field
ii. Select the Will Call location where the check will be picked up (A $35 processing fee will apply)
iii. On the Allocations and Approvers page, supply a PTA to which the $35 processing fee will be charged. Some PTAs are restricted (sponsored projects) and will not allow a processing fee to be charged to them (awards that begin with P, Q, R, S, R, U, V or W). Check with the PTA approver or the department financial analyst before requesting a rush processing fee.
iv. Select a Check Delivery Option (available when the payment method is Check)Enter Business Purpose
- Review Guidelines for Writing a Clear Business Purpose to ensure the business purpose meets requirements.
For payments to human subjects, it is extremely important that the subjects' names NOT be included in the business purpose. It is recommended to use a generic business purpose statement (e.g., "Human Subject Payment"). Many studies are sensitive in nature and information concerning Human Subject participants is confidential. In those instances, the study should not be named in the business purpose, but can be referred to by a protocol number or other study identifying number.
- Select Event Name (optional for domestic expense reports) from the drop-down menu or, If a new event is needed, select Create New Event (refer to How To: Create New Event for details). To display the selected event details below the Event Name field, select Show Event.
- Complete Student Certification for Authorized Expense information when the section is displayed for a Stanford student payee:
- Complete Student Certification for Authorized Expense Informationi. Check as many certification criteria boxes as apply.
ii. If the Other box was selected, enter the detailed reason in the Reason for Other field.
iii. Enter the Faculty or Approver name that authorized these expenses.
Any student travel-related expenses that do not meet the above certification criteria should be submitted through either Graduate Financial Support (GFS) for graduate students and postdocs or through the Financial Aid Office for undergraduate students.
- Complete Student Certification for Authorized Expense Informationi. Check as many certification criteria boxes as apply.
- Select Next
All expenses for a trip or that pertain to a single business purpose should be included in one expense report.
- Select all Stanford Travel Card transactions that should be applied to the Expense Report (including fully and partially personal charges) TCard transactions can be sorted to help locate desired transaction(s). Select the column headers to sort by Preparer Notes, Transaction Date, Days, Merchant Name or Location Note.
Once TCard transaction lines are selected, select Save before sorting the table differently if other transaction lines need to be sorted in order to be selected. - Select Next or Previous to view additional transactions if necessary
- Select Next
- Identify any fully personal transactions (when applicable):
- Select the checkbox for each fully personal transaction
- Select Categorize as Personal button
- The fully personal transactions will be listed as personal expenses.
- Select expense types that apply to these expenses for customized instructions:
- If the expense is for baggage fees, change the expense type from Airline to Ancillary Airline Fee and refer to the Ancillary Airline Fee instructions.
- Be sure to prepare an individual airfare receipt file to upload directly to this line before submitting the expense report.
- Refer to Topic Overview: Airfare for details.
- For the airfare expense type, enter the last day of travel as the date of the expense.
Be sure to prepare an individual airfare receipt file to upload directly to this line before submitting the expense report. The expense date and expense type will auto-fill for Travel Card airline expenses. Airfare requires specific entries in Details:
- Enter Date of expense
- Enter receipt amount in Line Amount field
- Select Airfare from the Expense Type drop-down list
- Select the Details icon to open a new page.
- If no receipt is provided, please contact the airline for duplicate. Airfare receipts are always required at the line item level
- Select Affiliation (defaults to Stanford Traveler or select Visitor)
- Select Traveler’s Name
- Enter the Airfare Ticket Number for reporting purposes in OBI reporting.
- If the Stanford traveler has an active Airfare Ticket Number in Egencia, the optional Ticket Number field will activate as a drop down
- Select the search tool on that line
- Enter all or part of the Egencia information (use one of the 11 search options) and select Go or leave the field blank and select Go
- If more than one flight is shown, select the flight information for the airfare expense being reimbursed.
- If the Stanford traveler has an active Airfare Ticket Number in Egencia, the optional Ticket Number field will activate as a drop down
- Additional Information regarding Airfare Ticket Numbers
- Only Stanford Payee travelers will generate a list of Egencia Ticket Numbers.
- Selecting an Egencia Ticket Number from the drop down choices will auto fill fields in Additional Information.
- The Selected Ticket Amount will not override the Reimbursable Amount you entered for the transaction line.
- Any Airfare Ticket Numbers may be manually entered for reporting purposes in OBI reporting.
- If Egencia Ticket Numbers result in charges to the Travel Card, they should be referenced and cleared as usual.
- If Egencia Ticket Numbers DO NOT result in charges to an individual’s personal credit card, they do not need to be cleared or entered into the Expense Report. These ticket numbers will be cleared periodically from Expense Requests.
- Select the Travel Booking Method
- Select the Airline
- Select the Class of Ticket
Business and First Class require an explanation in Remarks
When the Airfare Class of Ticket is Business or First, the expense must be allocated to an unrestricted award and an unallowable expenditure type for the upgrade fee. In the event documentation of a Coach fare was unavailable, allocate one-third of the cost to an allowable expenditure type and the remaining two thirds to unallowable. For the university policy on international business class travel, refer to Fly America Act and Open Skies Exceptions.
- Enter the Departure and Destination Airport codes
- Respond if the flight was round trip or one way (default is Roundtrip)
- If the airline expense is for a multi-leg trip, refer to the instructions below:
Itemize a Multi-leg Trip
A multi-leg trip is defined as a trip in which an overnight stay was required en route to the final destination. The total airfare amount should be listed as the first itemized expense line (e.g., Line 1-1) in the Itemized Business Expenses section, the rest of the lines should be 0.00 for the Itemized Receipt Amount. Note the departure and destination of each leg in the Itemized Remarks field.
i. Select Itemize
ii. Select Add Another Row
iii. Select Airfare from the Expense Type drop-down list
iv. Expense Date defaults to original entry
v. Enter portion of expense amount being itemized
vi. Select the Traveler’s Name
vii.Enter the Airfare Ticket Number for reference purposes in OBI reporting (Optional)
viii. Select the Travel Booking Method
ix. Select the Airline
x. Select the Class of Ticket
xi. Enter Departure and Destination Airport codes of the first leg
Repeat Steps 2 through 7 until all legs are listed
- If the airline expense contains another expense that needs to be itemized (such as Ancillary Airline Fee), refer to the instructions below:
- Select Itemize
- Change the Itemized Receipt Amount field to the dollar amount of the business portion of the expense
- Enter description in the Remarks
- Select Add Another Row and repeat the process to itemize other business portions of the expense
- Any remaining amount not put on an itemized line will show as Personal Expenses.
Demo: How to Itemize a Partially Personal TCard Charge
- Select Return to List
- Select Next
- A Business Meal is defined as a meal at which faculty, staff, students and/or guests are present for the purpose of conducting university business. This applies to food brought into a meeting or a business meal that takes place at a restaurant.
- Each business meal event should be entered individually as its own expense line.
- Do not use the Business Meal expense type if alcohol was consumed with the meal. When alcohol is part of a Business Meal, use the Business Meal with Alcohol expense type.
- Any requests to exceed per-person meal expense guidelines must be pre-approved by the school or unit's dean's office. For more information, refer to Topic Overview: Business Meals.
- The Business Meal with Alcohol Expense Type is used when reporting expenses for a group meal where alcoholic beverages were consumed and during which business was conducted. This applies to food brought into a meeting or a business meal that takes place at a restaurant.
- Any Business Meal with Alcohol expense type must select an unallowable expenditure type at Allocation.
- Any requests to exceed per-person meal expense guidelines must be pre-approved by the school or unit's dean's office. Refer to Topic Overview: Business Meals for more information.
- Stanford faculty, staff, and students over the age of 25 should not elect additional car rental insurance within the continental United States. Stanford students between the ages of 21-25 may elect additional car rental insurance within the continental United States. Stanford students, under the age of 21, should purchase all available insurance for car rentals.
- All Stanford travelers should accept additional car rental insurance in foreign countries and Hawaii.
- Use the first day of rental as the expense date.
View the Topic Overview: Ground Transportation for more information.
- Conference Registration can be reimbursed as soon as purchased since there may be months until the travel is completed. For more information, see Topic Overview: Other Reimbursable Business Expenses, Conference and Training Fees.
- Be sure to prepare an individual conference registration receipt file and a conference agenda file to upload directly to this line before submitting the expense report. For details, refer to Topic Overview: Other Business Expenses, Reimbursable Expenses section.
- If a student is presenting at a meeting or conference, a program noting the student's name is acceptable documentation. Refer to Topic Overview: Student Travel Expenses for more information.
- If an individual is reimbursed prior to the conference, the conference registration’s expense date would be the date the payment was actually made. If the conference registration is reimbursed as part of a reimbursement after travel is completed, the conference registration’s expense date would be the first day of travel.
- Select Employee Morale from Expense Type drop-down list
- Enter the name(s) of the employees or department benefitting from the expense in the Remarks field. See Guidelines for Entering Expense Report Beneficiaries.
- Enter Date of expense
- Enter receipt amount in Line Amount field
- Select Employee Morale from Expense Type drop-down list
- Enter the name(s) of the employees or department benefitting from the expense in the Remarks field
- If the receipt is for non-alcohol items as well as alcohol that was purchased as a gift (not consumed as part of an Employee Morale event), itemize the expense:
If the receipt is for non-alcohol items as well as alcohol that was purchased as a gift (not consumed as part of an Employee Morale event), itemize the expense:
Itemize Alcohol and Non-Alcohol Expenses in One Receipt
i. Select Details
ii. Select Itemize
iii. Adjust the Itemized Receipt Amount to the amount of the alcohol gift
iv. Enter description in the Remarks
v. Select Add Another Row
vi. Adjust the Itemized Receipt Amount to the amount of the non-alcohol items
vii. Select Return to List
Then, when allocating to the PTAE in Step 6, select Expenditure Type 52240 – Employee Morale for the non-alcohol items, and 52310 – Alcoholic Beverages Unalw for the alcohol expense.
- If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:
i. Select Details icon
ii. Select Original Receipt Missing checkbox
iii. Provide an explanation in Remarks field
iv. Select Return to List
- Select Next
- This Expense Type, Gift Card - Employee, should be used only for gift cards provided to Stanford University staff and faculty..
- Remarks are required including the occasion for the gift card and the name of the recipient for Gift Card - Employee. To be entered as a gift recipient, the person must be the payee or a Faculty, Staff or Student.
- It is recommended that separate transaction lines be entered for each gift card.
- Refer to Topic Overview: Categories of Purchases. Employee Gifts section for more information.
- Select Gift Card - Employee from Expense Type drop-down list
- Enter the occasion/reason for the gift card in the Remarks field (required)
If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:
1. Select Original Receipt Missing checkbox
2. Provide an explanation in Remarks field
- Select Details icon
- Select plus sign on table to add a recipient
- Select the Name from the drop-down list
- Enter Amount
- Select Return to List
- Select Next
- Used for tangible gifts for all recipients as well as gift cards for students/visitors.See Expense Type, Gift Card - Employee for staff/faculty gift cards
- Remarks (or gift descriptions) and the names of gift recipients are required for Gifts.
- Refer to Topic Overview: Categories of Purchases for more information
- Select Gifts from Expense Type drop-down list
- Enter a description of the gift(s) in the Remarks field (required)
Select Details icon
- If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:
1. Select Original Receipt Missing checkbox
2. Provide an explanation in Remarks field- Select plus sign on table to add a recipient as necessary
- Select Type (Faculty, Staff or Student, Visitor (found in Supplier Database) or Other.
- Enter Name (if Faculty, Staff or Student or Visitor (found in Supplier Database), enter last name, first name and validate the selection. For Guests, enter name in free form field)
- Enter Amount (USD amount for which the individual was beneficiary)
- Repeat for each individual beneficiary
- Repeat Steps e through h until all recipients of this same gift are added
- Select Return to List
- Select Next
- The Ground Transportation expense type is for transportation expenses such as taxi, limousine, Uber, and car service, etc. Use other transportation expense types for airfare, car rental or truck rental, fuel for car or truck rental.
- Refer to Topic Overview: Ground Transportation for more information.
- Select Ground Transportation from Expense Type drop-down list
- Optionally, enter a description of transportation in the Remarks field
- If no receipt will be submitted with the expense report:
Missing Original Receipt
- Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:
- 1. Select Details icon
- 2. Select Original Receipt Missing checkbox
- 3. Provide an explanation in Remarks field
- 4. Select Return to List
- If the expense included other business or personal expenses, itemize expenses:
Itemize Expenses or Itemize a Partially Personal TCard Charge
1. Select Details
2. Select Itemize
3. Change the Itemized Receipt Amount field to the dollar amount of the business portion of the expense
4. Enter description in the Remarks
5. Select Add Another Row and repeat the process to itemize other business portions of the expense
6. Select Return to List Any remaining amount not put on an itemized line will show as Personal Expenses.
Demo: How to Itemize a Partially Personal TCard Charge
- Select Next
- Use Group Travel Meal expense type when a group of Stanford personnel share an ordinary and necessary travel meal.
- When alcohol is part of a group travel meal, use the Group Travel Meal with Alcohol expense types.
- For more information, refer to Topic Overview: Travel Meals.
- Use Group Travel Meal with Alcohol expense type when a group of Stanford personnel share an ordinary and necessary travel meal that includes alcohol.
- Meals that include alcohol should be coded using unallowable expenditure types. Refer to Topic Overview: Purpose and Use of Expenditure Type Codes.
- Refer to Topic Overview: Travel Meals for more information.
- Human Subject Advance requests must complete a Request Cash Advance for Human Subject Incentives Form and not exceed the maximum advance amount for Human Subject requests. For more information, see Paying Human Subjects.
- Be sure to prepare an individual lodging receipt file to upload directly to this line before submitting the expense report.
- Refer to Topic Overview: Lodging for more information.
- For lodging, the expense date should always be the first day of travel.
- Use the Membership Dues expense type to report expenses related to joining or maintaining membership in a professional organization.
- If the expense includes memberships for multiple individuals, each individual must be entered as a separate line or names listed in the Remarks field.
- Refer to Topic Overview: Other Business Expenses, Dues and Subscription section for more information.
- The Other Transportation expense type is for transportation expenses such as train, ferry, carpooling, and fuel for car or truck rental, etc. Transportation methods such as airfare, car rental or truck rental, taxi, limousine, should be entered under another appropriate Expense Types (Airfare, Airfare Ancillary Fee, Ground Transportation or Car Rental).
- Refer to Topic Overview: Ground Transportation for more information.
- The Parking Fees Expense Type is used when a Stanford employee travels for business and has expenses for parking. This does not include regular, employee, commute costs for parking at Stanford which are not reimbursable.
- The Travel Meal – Single Meal expense type is used to enter a single meal (e.g., breakfast, lunch or dinner) that does not include alcohol, incurred while traveling.
- When alcohol is part of a travel meal, use the Travel Meal – Single Meal with Alcohol or Travel Meals – Daily Total with Alcohol expense types.
- For more information, refer to Topic Overview: Travel Meals.
- The Travel Meal – Single Meal with Alcohol expense types is used to enter a single meal (e.g., breakfast, lunch or dinner) that includes alcohol, including food, alcohol, tax and tip.
- Meals that include alcohol should be coded using unallowable expenditure types. Refer to Topic Overview: Purpose and Use of Expenditure Type Codes.
- Refer to Topic Overview: Travel Meals for more information.
- The Travel Meal – Daily Total expense type is used to enter the total cost of all meals for a specific day, on one expense line. Use only if there was no alcohol the entire day.
- Do not use in combination with any other Travel Meal expense type on a specific day (e.g., there cannot be a Daily Total and a Single Meal on the same day).
- For more information, refer to Topic Overview: Travel Meals.
- The Travel Meals – Daily Total with Alcohol expense type is used to enter the total cost of all meals for a specific day, entered on one expense line, including food, alcohol, tax and tip. Use if there was alcohol at any meal that day.
- Meals that include alcohol should be coded using unallowable expenditure types. Refer to Topic Overview: Purpose and Use of Expenditure Type Codes.
- Refer to Topic Overview: Travel Meals for more information.
On the Transaction Lines screen, note the three available tabs:
- Transaction Lines – use this tab to report cash and personal credit card expenses
- Start with step d for each expense type if you are pasting expense lines from Excel. Refer to How To: Copy and Paste Expense Lines from Excel for instructions and downloadable Excel templates.
- Per Diem Expenses – use this tab to report Per Diem expense
- Use Adjusted Per Diem expense type for special circumstances, such as applying a rate lower than the government rate, travel lasting more than 30 days in one location, etc.)
- For Travel Meals, Per Diem must be used for Stanford travelers using sponsored awards.
- Mileage Expenses – use this tab to report Mileage expenses
Be sure you are on the tab appropriate for the expenses being reported.
Select expense types that apply to your expenses to see customized instructions:
- If the expense is for baggage fees, change the expense type from Airline to Ancillary Airline Fee and refer to the Ancillary Airline Fee instructions.
- Be sure to prepare an individual airfare receipt file to upload directly to this line before submitting the expense report.
- Refer to Topic Overview: Airfare for details.
- For the airfare expense type, enter the last day of travel as the date of the expense.
Be sure to prepare an individual airfare receipt file to upload directly to this line before submitting the expense report.
- Enter Date of expense
- Enter receipt amount in Line Amount field
- Select Airfare from the Expense Type drop-down list
- Select the Details icon to open a new page.
- If no receipt is provided, please contact the airline for duplicate. Airfare receipts are always required at the line item level
- Select Affiliation (defaults to Stanford Traveler or select Visitor)
- Select Traveler’s Name
- Enter the Airfare Ticket Number for reporting purposes in OBI reporting.
- If the Stanford traveler has an active Airfare Ticket Number in Egencia, the optional Ticket Number field will activate as a drop down
- Select the search tool on that line
- Enter all or part of the Egencia information (use one of the 11 search options) and select Go or leave the field blank and select Go
- If more than one flight is shown, select the flight information for the airfare expense being reimbursed.
- If the Stanford traveler has an active Airfare Ticket Number in Egencia, the optional Ticket Number field will activate as a drop down
- Additional Information regarding Airfare Ticket Numbers
- Only Stanford Payee travelers will generate a list of Egencia Ticket Numbers.
- Selecting an Egencia Ticket Number from the drop down choices will auto fill fields in Additional Information.
- The Selected Ticket Amount will not override the Reimbursable Amount you entered for the transaction line.
- Any Airfare Ticket Numbers may be manually entered for reporting purposes in OBI reporting.
- If Egencia Ticket Numbers result in charges to the Travel Card, they should be referenced and cleared as usual.
- If Egencia Ticket Numbers DO NOT result in charges to an individual’s personal credit card, they do not need to be cleared or entered into the Expense Report. These ticket numbers will be cleared periodically from Expense Requests.
- Select the Travel Booking Method
- Select the Airline
- Select the Class of Ticket
Business and First Class require an explanation in Remarks
When the Airfare Class of Ticket is Business or First, the expense must be allocated to an unrestricted award and an unallowable expenditure type for the upgrade fee. In the event documentation of a Coach fare was unavailable, allocate one-third of the cost to an allowable expenditure type and the remaining two thirds to unallowable. For the university policy on international business class travel, refer to Fly America Act and Open Skies Exceptions.
- Enter the Departure and Destination Airport codes
- Respond if the flight was round trip or one way (default is Roundtrip)
- If the airline expense is for a multi-leg trip, refer to the instructions below:
Itemize a Multi-leg Trip
A multi-leg trip is defined as a trip in which an overnight stay was required en route to the final destination. The total airfare amount should be listed as the first itemized expense line (e.g., Line 1-1) in the Itemized Business Expenses section, the rest of the lines should be 0.00 for the Itemized Receipt Amount. Note the departure and destination of each leg in the Itemized Remarks field.
i. Select Itemize
ii. Select Add Another Row
iii. Select Airfare from the Expense Type drop-down list
iv. Expense Date defaults to original entry
v. Enter portion of expense amount being itemized
vi. Select the Traveler’s Name
vii.Enter the Airfare Ticket Number for reference purposes in OBI reporting (Optional)
viii. Select the Travel Booking Method
ix. Select the Airline
x. Select the Class of Ticket
xi. Enter Departure and Destination Airport codes of the first leg
Repeat Steps 2 through 7 until all legs are listed
- If the airline expense contains another expense that needs to be itemized (such as Ancillary Airline Fee), refer to the instructions below:
- Select Itemize
- Change the Itemized Receipt Amount field to the dollar amount of the business portion of the expense
- Enter description in the Remarks
- Select Add Another Row and repeat the process to itemize other business portions of the expense
- Any remaining amount not put on an itemized line will show as Personal Expenses.
Demo: How to Itemize a Partially Personal TCard Charge
- Select Return to List
- Select Next
- A Business Meal is defined as a meal at which faculty, staff, students and/or guests are present for the purpose of conducting university business. This applies to food brought into a meeting or a business meal that takes place at a restaurant.
- Each business meal event should be entered individually as its own expense line.
- Do not use the Business Meal expense type if alcohol was consumed with the meal. When alcohol is part of a Business Meal, use the Business Meal with Alcohol expense type.
- Any requests to exceed per-person meal expense guidelines must be pre-approved by the school or unit's dean's office. For more information, refer to Topic Overview: Business Meals.
- The Business Meal with Alcohol Expense Type is used when reporting expenses for a group meal where alcoholic beverages were consumed and during which business was conducted. This applies to food brought into a meeting or a business meal that takes place at a restaurant.
- Any Business Meal with Alcohol expense type must select an unallowable expenditure type at Allocation.
- Any requests to exceed per-person meal expense guidelines must be pre-approved by the school or unit's dean's office. Refer to Topic Overview: Business Meals for more information.
- Stanford faculty, staff, and students over the age of 25 should not elect additional car rental insurance within the continental United States. Stanford students between the ages of 21-25 may elect additional car rental insurance within the continental United States. Stanford students, under the age of 21, should purchase all available insurance for car rentals.
- All Stanford travelers should accept additional car rental insurance in foreign countries and Hawaii.
- Use the first day of rental as the expense date.
View the Topic Overview: Ground Transportation for more information.
- Conference Registration can be reimbursed as soon as purchased since there may be months until the travel is completed. For more information, see Topic Overview: Other Reimbursable Business Expenses, Conference and Training Fees.
- Be sure to prepare an individual conference registration receipt file and a conference agenda file to upload directly to this line before submitting the expense report. For details, refer to Topic Overview: Other Business Expenses, Reimbursable Expenses section.
- If a student is presenting at a meeting or conference, a program noting the student's name is acceptable documentation. Refer to Topic Overview: Student Travel Expenses for more information.
- If an individual is reimbursed prior to the conference, the conference registration’s expense date would be the date the payment was actually made.If the conference registration is reimbursed as part of a reimbursement after travel is completed, the conference registration’s expense date would be the first day of travel.
- Use the Employee Morale expense type for items purchased for the purpose of team building or reward (e.g., baseball tickets, concert tickets or alcohol such as a bottle of wine as a gift).
- The Employee Morale expense type should not be used for meals. If an event with the specific purpose of gathering colleagues together for team building activities includes a meal, use the Business Meal or Business Meal with Alcohol expense type for the meal portion of the event.
- Select Employee Morale from Expense Type drop-down list
- Enter the name(s) of the employees or department benefitting from the expense in the Remarks field. See Guidelines for Entering Expense Report Beneficiaries.
If the receipt is for non-alcohol items as well as alcohol that was purchased as a gift (not consumed as part of an Employee Morale event), itemize the expense:
Itemize Alcohol and Non-Alcohol Expenses in One Receipt
i. Select Details
ii. Select Itemize
iii. Adjust the Itemized Receipt Amount to the amount of the alcohol gift
iv. Enter description in the Remarks
v. Select Add Another Row
vi. Adjust the Itemized Receipt Amount to the amount of the non-alcohol items
vii. Select Return to List
Then, when allocating to the PTAE in Step 8, select Expenditure Type 52240 – Employee Morale for the non-alcohol items, and 52310 – Alcoholic Beverages Unalw for the alcohol expense.
- If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:
i. Select Details icon
ii. Select Original Receipt Missing checkbox
iii. Provide an explanation in Remarks field
iv. Select Return to List
- Select Next
- This Expense Type, Gift Card - Employee, should be used only for gift cards provided to Stanford University staff and faculty..
- Remarks are required including the occasion for the gift card and the name of the recipient for Gift Card - Employee.
- It is recommended that separate transaction lines be entered for each gift card.
- Refer to Topic Overview: Categories of Purchases. Employee Gifts section for more information.
- Select Gift Card - Employee from Expense Type drop-down list
- Enter the occasion/reason for the gift card in the Remarks field (required)
If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:
1. Select Original Receipt Missing checkbox
2. Provide an explanation in Remarks field
- Select Details icon
- Select plus sign as needed on table to add a recipient
- Select the Name from the drop-down list
- Enter Amount
- Select Return to List
- Select Next
- Used for tangible gifts for all recipients as well as gift cards for students/visitors. See Expense Type, Gift Card - Employee for staff/faculty gift cards.
- Remarks (or gift descriptions) and the names of gift recipients are required for Gifts. Only the payee or those names entered in Beneficiaries earlier in the transaction can be selected as recipients.
Enter Gift Recipients when prompted in the Details screen.
Refer to Topic Overview: Categories of Purchases for more information
- Select Gifts from Expense Type drop-down list
- Enter a description of the gift(s) in the Remarks field (required)
- Select Details icon
If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:
1. Select Original Receipt Missing checkbox
2. Provide an explanation in Remarks field
- Select plus sign on table to add a recipient as needed
- Select Type (Faculty, Staff or Student, Visitor (found in Supplier Database) or Other.
- Enter Name (if Faculty, Staff or Student or Visitor (found in Supplier Database), enter last name, first name and validate the selection. For Guests, enter name in free form field)
- Enter Amount (USD amount for which the individual was beneficiary)
Repeat for each individual beneficiary
- Select Return to List
- Select Next
- The Ground Transportation expense type is for transportation expenses such as taxi, limousine, Uber, and car service, etc. Use other transportation expense types for airfare, car rental or truck rental, fuel for car or truck rental.
- Refer to Topic Overview: Ground Transportation for more information.
- Select Ground Transportation from Expense Type drop-down list
- Optionally, enter a description of transportation in the Remarks field
- If no receipt will be submitted with the expense report:
Missing Original Receipt
- Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:
- 1. Select Details icon
- 2. Select Original Receipt Missing checkbox
- 3. Provide an explanation in Remarks field
- 4. Select Return to List
- If the expense included other business or personal expenses, itemize expenses:
Itemize Expenses or Itemize a Partially Personal Charge
1. Select Details
2. Select Itemize
3. Change the Itemized Receipt Amount field to the dollar amount of the business portion of the expense
4. Enter description in the Remarks
5. Select Add Another Row and repeat the process to itemize other business portions of the expense
6. Select Return to List Any remaining amount not put on an itemized line will show as Personal Expenses.
- Select Next
- Use Group Travel Meal expense type when a group of Stanford personnel share an ordinary and necessary travel meal.
- When alcohol is part of a group travel meal, use the Group Travel Meal with Alcohol expense types.
- For more information, refer to Topic Overview: Travel Meals.
- Use Group Travel Meal with Alcohol expense type when a group of Stanford personnel share an ordinary and necessary travel meal that includes alcohol.
- Meals that include alcohol should be coded using unallowable expenditure types. Refer to Topic Overview: Purpose and Use of Expenditure Type Codes.
- Refer to Topic Overview: Travel Meals for more information.
box button) ☐ Lodging
- Be sure to prepare an individual lodging receipt file to upload directly to this line before submitting the expense report.
- Refer to Topic Overview: Lodging for more information.
- For lodging, the expense date should always be the first day of travel.
The expense date and expense type will auto-fill for TCard lodging expenses. Details are required for all Lodging expenses.
- The Other Transportation expense type is for transportation expenses such as train, ferry, carpooling, and fuel for car or truck rental, etc. Transportation methods such as airfare, car rental or truck rental, taxi, limousine, should be entered under another appropriate Expense Types (Airfare, Airfare Ancillary Fee, Ground Transportation or Car Rental).
- Refer to Topic Overview: Ground Transportation for more information.
- The Parking Fees Expense Type is used when a Stanford employee travels for business and has expenses for parking. This does not include regular, employee, commute costs for parking at Stanford which are not reimbursable.
- The Travel Meal – Single Meal expense type is used to enter a single meal (e.g., breakfast, lunch or dinner) that does not include alcohol, incurred while traveling.
- When alcohol is part of a travel meal, use the Travel Meal – Single Meal with Alcohol or Travel Meals – Daily Total with Alcohol expense types.
- For more information, refer to Topic Overview: Travel Meals.
- The Travel Meal – Single Meal with Alcohol expense types is used to enter a single meal (e.g., breakfast, lunch or dinner) that includes alcohol, including food, alcohol, tax and tip.
- Meals that include alcohol should be coded using unallowable expenditure types. Refer to Topic Overview: Purpose and Use of Expenditure Type Codes.
- Refer to Topic Overview: Travel Meals for more information.
- The Travel Meal – Daily Total expense type is used to enter the total cost of all meals for a specific day, on one expense line. Use only if there was no alcohol the entire day.
- Do not use in combination with any other Travel Meal expense type on a specific day (e.g., there cannot be a Daily Total and a Single Meal on the same day).
- For more information, refer to Topic Overview: Travel Meals.
- The Travel Meals – Daily Total with Alcohol expense type is used to enter the total cost of all meals for a specific day, entered on one expense line, including food, alcohol, tax and tip. Use if there was alcohol at any meal that day.
- Meals that include alcohol should be coded using unallowable expenditure types. Refer to Topic Overview: Purpose and Use of Expenditure Type Codes.
- Refer to Topic Overview: Travel Meals for more information.
- Use the Adjusted Per Diem expense type, located on the Transactions Lines tab with all other expense types (i.e., airfare), for:
- Stays in one location over 30 days.
- When using a per diem rate that is lower than the government rate.
- Sponsored Awards must use Meals Per Diem option for Stanford travelers.
- Refer to Topic Overview: Travel Meals for more information.
- Select Per Diem Expenses tab
- Enter Start Date
- Select Alaska/Hawaii Meals or Continental US Meals from Expense Type drop-down list
- Enter location name (city name) in Location and select from search
- Enter Number of Days
- Select Details icon
Multiple Locations on a Single Trip
1. Select Multiple Locations checkbox
2. Enter Start Date and Location for each destination
- Select Generate Per Diem
Per Stanford policy, 75 percent of the meals per diem rate will be reimbursed on the first and last day of the trip, based on the location that day.
- Select Meals Deductions (specific breakfast, lunch and dinner meals to be deducted from the per diem total)
- Select Recalculate
- Select Return to List
- Select Next
Enter the PTA - Project, Task, Award using any combination of the options below:
- Enter Project, Task, Award information for each line
- Select Expenditure Type for each line A commonly used expenditure type may appear. If the field is blank, select from the drop-down list.
Check the box to the left to select one, multiple or all expense lines
Refer to How To: Set My Allocation Preferences for more information.
- Select one of the pre-set expense allocations from My Allocation dropdown list
- Select Apply
- Verify that the desired expenditure type has been applied to each expense line before submitting the transaction – correct as needed using the drop-down list
To update a PTA allocation and allocate to different PTAs for one, multiple or all expense lines
- Check the box to the left to select the expense line(s) to be allocated
- Select Update Allocation
- Select an Allocation Method
- Equal Split
- Amount Split
- Percentage Split
- Select the Add Row or plus sign on table to add a new row for each PTA for a split allocation
- Enter the Project, Task, Award information (PTAs)
- Enter Amount or Percentage of split for each PTA, if necessary
- Enter Allocation Reason to describe the reason for allocation to multiple PTAs (optional)
Add Allocation Set to My Allocations by checking the box (optional)
Add Allocation in My Allocation Preferences
Optionally, save this allocation in your My Allocation Preferences for use again.
1. Select Add Allocation Set to My Allocations checkbox
2. Enter the Allocation Name- Select Apply
- Select Expenditure Type for each line A commonly used expenditure type may appear. If the field is blank, select from the dropdown list.
If any Category, Expense Type or Expenditure Type designated as requiring beneficiary information is required, the information will be entered here. For further information, refer to Guidelines for Entering Expense Report Beneficiaries.
- Respond as needed, Are there additional beneficiaries other than the payee? Yes or No (May be hard coded to Yes)
- If you respond, Yes, you may see, Beneficiary information is not required. and you have completed the Beneficiary section.
OR - If you respond, Yes, a new field may appear requiring beneficiary information.
- Select plus sign on table to add a line
- Select Type (Faculty, Staff or Student, Visitor (found in Supplier Database) or Other
- Enter Name (if Faculty, Staff or Student or Visitor (found in Supplier Database), enter last name, first name and validate the selection. For Guests, enter name in free form field)
- Enter Amount (USD amount for which the individual was beneficiary)
- Repeat for each individual beneficiary
OR
- If you respond, No, you have completed the Beneficiary section.
- If you respond, Yes, you may see, Beneficiary information is not required. and you have completed the Beneficiary section.
Designate approver(s) on Allocations and Approvers screen using any combination of these options:
- Select Populate/Refresh to add default PTA approver(s) (Recommended)
Approvers that display when Populate/Refresh is selected will have the appropriate approval authority for the PTAs and amounts listed. If expense lines have been allocated to more than one PTA, there could be more than one approver showing in the approver routing list. - Enter the approver's sequence or send in parallel (enter 1, 2, 3 for sequence; assign all approver's "1" for in parallel routing)
- Enter Notes to each approver (if needed)
- Select Next when the Approver Routing List is complete
FYI Recipients do not "approve" the expense report.
If an approver has been deleted by mistake, select Populate/Refresh to return to original default approver.
- Select one of the pre-set approvers from My Approvers drop-down list
- Select Apply
- Enter the approver's sequence or send in parallel (enter 1, 2, 3 for sequence; assign all approver's "1" for in parallel routing)
- Enter Notes to each approver (if needed)
- Select add approver
- Enter the Approval Sequence number (enter 1, 2, 3 for sequence; assign all approver's “1” for in parallel routing, assign Pre-Approvers 1).
- Select the magnifying glass icon
- Enter the approver's name (Last name, First name)
- Select Go
- Select Quick Select icon next to the approver's name
- Select Approver, FYI or Pre-Approver from Approver/FYI drop-down list
- Enter Notes to each approver (if needed)
FYI Recipients and Pre-Approvers do not "approve" the expense report, but will receive notifications regarding the transaction.
If an approver has been deleted by mistake, select Populate/Refresh to return to original default approval list. There must be a "Yes" displaying in the default approver column for at least one approver per PTA.
The Advance step will appear in the workflow train if the payee has an advance waiting to be applied to an expense report. Apply advance funds or skip this step if the outstanding advance does not apply to this expense report.
- Select the flashlight next to the Advance Number field
- Select Go to view all available advances
- Select applicable advance from the list
- Enter the amount to be applied
- Select Next
- Enter An advance does not apply in Remarks field
- Select Next
All expense reports must include receipts and other supporting documentation. If an expense has been pre-approved, supporting documentation must be obtained from the Pre-Approver and attached to the expense line or to the transaction.
An attachment for Expense Requests, Easy Pay and PCard Transactions must be a legible copy of the entire receipt and clearly show:
- All text
- Receipt Date
- Location (when available)
- Vendor/Business Name
- Entire Receipt (Additional screenshots may be needed to include all of a lengthy receipt.
Use the Event/Reason to capture the reason and add pg. 1, pg. 2, etc. to clarify.)
You can upload an image directly to the transaction, add attachments via the eReceipts application or fax the document using a BarCode Cover Sheet.
Scan or use a smartphone to photograph required receipts and documents to be attached to the transaction into a file
Allowed file formats include: .heic, .jpg, .jpeg, .png, .gif, .pdf, .txt, .doc, .docx, .html, .rtf, .xml, .xls, .xlsx.
- Select green plus sign (if available)
- Select Browse to navigate to file
- Select file (or multiple files)
- Allowable special characters to use in file names, includes:
- parenthesis ()
- dash/hyphen –
- underscore _
- dollar sign $
- period .
- comma ,
- ampersand &
- apostrophe '
- plus sign +
- Allowable special characters to use in file names, includes:
- Select Open
- Select Upload file(s) File(s) will appear in View Attachments.
- Select Close
- Green plus sign changes to paper clip to indicate file(s) attached to that line
- Green plus sign changes to paper clip to indicate file(s) attached to that line
- Scan or use a smartphone to photograph required receipts and documents to be attached to the transaction into a file
Name each file with a unique name and save on the computer
Allowed file formats include, .heic, .jpg, .jpeg, .png, .gif, .pdf, .txt, .doc, .docx, .html, .rtf, .xml, .xls, .xlsx.
- Select Attach/View Receipts button to open the Attachments window
- Do Not select a line
- Select Browse to navigate to file
- Select file (or multiple files)
- Allowable special characters to use in file names, includes:
- parenthesis ()
- dash/hyphen –
- underscore _
- dollar sign $
- period .
- comma ,
- ampersand &
- apostrophe '
- plus sign +
- Allowable special characters to use in file names, includes:
- Select Open
- Select Upload file(s) File(s) will appear in View Attachments.
- Files attached to the transaction display N/A in the Expense Source and For Transaction Line(s) columns
Select Close to close the Attachments window
Reassign Attachments to a Line (if required)
i. Click Attach/View Receipts button to open the Attachments window
ii. Scroll down and select the Reassign icon for the attachment
iii. Select the Document Type
iv. Select the line to which the attachment is to be reassigned
v. Click Save
vi. Repeat for all uploaded attachments that must be reassigned to a line
- Select Attach/View Receipts on the Transaction Review screen
- Select Add eReceipts to view all eReceipts shared with you for that Category (PCard or TCard/Personal Funds)
- Select the correct receipt(s) associated with the transaction
- Click Add Receipt button at the bottom
- Select Attach/View Receipts on the Transaction Review screen
Select Bar Code Cover Page on the Attach/View Receipts window and print
Faxed receipts and documents must include the Barcode Cover Sheet to attach to the transaction. The fax number (650-721-3072) is on the Barcode Cover Sheet page.
- Close the Bar Code Cover Page window
- Send an individual fax for each line that requires an attachment
- Send a fax containing all other receipts and documents The Bar Code Cover Page should be the first page of the Fax so that it attaches to the correct transaction.
- Select Attach/View Receipts to open the Attachments window Faxes will display in the View Attachments section, attached at the transaction level.
Select Close to close the Attachments window
Reassign Attachments to a Line (if required)
i. Click Attach/View Receipts button to open the Attachments window
ii. Scroll down and select the Reassign icon for the attachment
iii. Select the Document Type
iv. Select the line to which the attachment is to be reassigned
v. Click Save
vi. Repeat for all uploaded attachments that must be reassigned to a line
- Review the transaction carefully for completeness, accuracy and policy compliance.
- Refer to the tabs marked Expense Lines, Expense Allocations, Approvers and Approval Notes for additional information.
- Attach all receipts and backup documentation (Received of Petty Cash Form if required) by selecting Attach View Receipts or the Attach icon for a specific expense line
- Select Submit to submit the transaction once all receipts and backup documents have been attached
- The expense report will be routed to the appropriate approver and if approved, it will then be sent to Business Expense for approval and payment.
- Business Expense may audit the transaction and if necessary, reject or return the transaction to the preparer. For more information, see How To Handle Rejected or Returned Transactions and Request for More Info.
- If there is a minor issue with a transaction, the auditor may approve the transaction and add a note about that issue. A notification email is sent to the preparer and the approver so both are aware of alterations/corrections that should be made on future transactions.
- Review guidance in the Approval Notes.
- Take appropriate action to revise your process for future transactions.
- Submit a support request with any questions.
- If there is a minor issue with a transaction, the auditor may approve the transaction and add a note about that issue. A notification email is sent to the preparer and the approver so both are aware of alterations/corrections that should be made on future transactions.
- Retain hard copy receipts until the receipts have been verified as uploaded successfully and confirmed payment processing is complete. Refer to Administrative Guide Policy 3.1.5: Retention of Financial Records.
For Human Subject SU Payees
Before You Start
Learn about creating an SU Payee Expense Report, by taking the STARS Course, FIN-0500 Introduction to the Expense Requests System and view the screenshots in FIN-0500: Learning Supplements.
For details on using Expense Reports to manage Travel Card Expenses, review the STARS Course, FIN-0402: Expense Reports with Travel Card Transactions and/or view Expense Reports with Travel Card Transactions - Learning Supplements.
- Enter ofweb.stanford.edu in the browser
- Select Login
- As prompted, log in using SUNet ID and password
- Select SU Expense Requests
Human Subjects expense category is used when requesting reimbursement or clearing an advance for human subject incentives.
- Select SU Payee under Expense Report in the Create New Transaction column
- Select Human Subjects from the Category drop-down list
- Enter the Payee's name (Last name, First name) or search and select the payee by selecting the search icon (magnifying glass) The payee must be the employee or student who incurred the expenses, and who will receive a reimbursement if one is owed.
- Select Yes or No in the Rush Processing drop-down menu
Select preferred Payment Method from the drop-down if both electronic and check options are available for a payee (as for some DAPER staff)
- The payment method is auto-filled based upon what the Stanford payee has setup (electronic or check) with Payroll.
Will Call Check
Will Call check delivery option is handled via Rush Processing.
1. Select Yes in the Rush Processing field
2. Select the Will Call location where the check will be picked up (A $35 processing fee will apply)
3. On the Allocations and Approvers page, supply a PTA to which the $35 processing fee will be charged. Some PTAs are restricted (sponsored projects) and will not allow a processing fee to be charged to them (awards that begin with P, Q, R, S, R, U, V or W). Check with the PTA approver or the department financial analyst before requesting a rush processing fee.
4. Select a Check Delivery Option (available when the payment method is Check)Enter Business Purpose
- Review Guidelines for Writing a Clear Business Purpose to ensure the business purpose meets requirements.
For payments to human subjects, it is extremely important that the subjects' names NOT be included in the business purpose. It is recommended to use a generic business purpose statement (e.g., "Human Subject Payment"). Many studies are sensitive in nature and information concerning Human Subject participants is confidential. In those instances, the study should not be named in the business purpose, but can be referred to by a protocol number or other study identifying number.
- Select Event Name from the drop-down menu or, If a new event is needed, select Create New Event (refer to How To: Create New Event for details). To display the selected event details below the Event Name field, select Show Event.
Complete Student Certification for Authorized Expense information when the section is displayed for a Stanford student payee:
Complete Student Certification for Authorized Expense Information1. Check as many certification criteria boxes as apply.
2. If the Other box was selected, enter the detailed reason in the Reason for Other field.
3. Enter the Faculty or Approver name that authorized these expenses.
Any student travel-related expenses that do not meet the above certification criteria should be submitted through either Graduate Financial Support (GFS) for graduate students and postdocs or through the Financial Aid Office for undergraduate students.- Human subject participants can be entered in a spreadsheet and uploaded into the expense report:
- Upload Human Subjects Spreadsheet
1. Download Human Subjects Spreadsheet Upload Instructions
2. Download Human Subjects Spreadsheet Template
3. Follow instructions to record human subject participant data in the spreadsheet and upload into the expense report
- Upload Human Subjects Spreadsheet
- Select Next
All expenses for a trip or that pertain to a single business purpose should be included in one expense report.
- Select all Stanford Travel Card transactions that should be applied to the Expense Report (including fully and partially personal charges) TCard transactions can be sorted to help locate desired transaction(s). Select the column headers to sort by Preparer Notes, Transaction Date, Days, Merchant Name or Location Note.
Once TCard transaction lines are selected, select Save before sorting the table differently if other transaction lines need to be sorted in order to be selected. - Select Next or Previous to view additional transactions if necessary
- Select Next
- Identify any fully personal transactions (when applicable):
- Select the checkbox for each fully personal transaction
- Select Categorize as Personal button
- The fully personal transactions will be listed as personal expenses.
- Select expense types that apply to these expenses for customized instructions:
- If the expense is for baggage fees, change the expense type from Airline to Ancillary Airline Fee and refer to the Ancillary Airline Fee instructions.
- Be sure to prepare an individual airfare receipt file to upload directly to this line before submitting the expense report.
- Refer to Topic Overview: Airfare for details.
- For the airfare expense type, enter the last day of travel as the date of the expense.
Be sure to prepare an individual airfare receipt file to upload directly to this line before submitting the expense report. The expense date and expense type will auto-fill for Travel Card airline expenses. Airfare requires specific entries in Details:
- Enter Date of expense
- Enter receipt amount in Line Amount field
- Select Airfare from the Expense Type drop-down list
- Select the Details icon to open a new page.
- If no receipt is provided, please contact the airline for duplicate. Airfare receipts are always required at the line item level
- Select Affiliation (defaults to Stanford Traveler or select Visitor)
- Select Traveler’s Name
- Enter the Airfare Ticket Number for reporting purposes in OBI reporting.
- If the Stanford traveler has an active Airfare Ticket Number in Egencia, the optional Ticket Number field will activate as a drop down
- Select the search tool on that line
- Enter all or part of the Egencia information (use one of the 11 search options) and select Go or leave the field blank and select Go
- If more than one flight is shown, select the flight information for the airfare expense being reimbursed.
- If the Stanford traveler has an active Airfare Ticket Number in Egencia, the optional Ticket Number field will activate as a drop down
- Additional Information regarding Airfare Ticket Numbers
- Only Stanford Payee travelers will generate a list of Egencia Ticket Numbers.
- Selecting an Egencia Ticket Number from the drop down choices will auto fill fields in Additional Information.
- The Selected Ticket Amount will not override the Reimbursable Amount you entered for the transaction line.
- Any Airfare Ticket Numbers may be manually entered for reporting purposes in OBI reporting.
- If Egencia Ticket Numbers result in charges to the Travel Card, they should be referenced and cleared as usual.
- If Egencia Ticket Numbers DO NOT result in charges to an individual’s personal credit card, they do not need to be cleared or entered into the Expense Report. These ticket numbers will be cleared periodically from Expense Requests.
- Select the Travel Booking Method
- Select the Airline
- Select the Class of Ticket
Business and First Class require an explanation in Remarks
When the Airfare Class of Ticket is Business or First, the expense must be allocated to an unrestricted award and an unallowable expenditure type for the upgrade fee. In the event documentation of a Coach fare was unavailable, allocate one-third of the cost to an allowable expenditure type and the remaining two thirds to unallowable. For the university policy on international business class travel, refer to Fly America Act and Open Skies Exceptions.
- Enter the Departure and Destination Airport codes
- Respond if the flight was round trip or one way (default is Roundtrip)
- If the airline expense is for a multi-leg trip, refer to the instructions below:
Itemize a Multi-leg Trip
A multi-leg trip is defined as a trip in which an overnight stay was required en route to the final destination. The total airfare amount should be listed as the first itemized expense line (e.g., Line 1-1) in the Itemized Business Expenses section, the rest of the lines should be 0.00 for the Itemized Receipt Amount. Note the departure and destination of each leg in the Itemized Remarks field.
i. Select Itemize
ii. Select Add Another Row
iii. Select Airfare from the Expense Type drop-down list
iv. Expense Date defaults to original entry
v. Enter portion of expense amount being itemized
vi. Select the Traveler’s Name
vii. Enter the Airfare Ticket Number for reference purposes in OBI reporting (Optional)
viii. Select the Travel Booking Method
ix. Select the Airline
x. Select the Class of Ticket
xi. Enter Departure and Destination Airport codes of the first leg
Repeat Steps 2 through 7 until all legs are listed
- If the airline expense contains another expense that needs to be itemized (such as Ancillary Airline Fee), refer to the instructions below:
- Select Itemize
- Change the Itemized Receipt Amount field to the dollar amount of the business portion of the expense
- Enter description in the Remarks
- Select Add Another Row and repeat the process to itemize other business portions of the expense
- Any remaining amount not put on an itemized line will show as Personal Expenses.
Demo: How to Itemize a Partially Personal TCard Charge
- Select Return to List
- Select Next
- Stanford faculty, staff, and students over the age of 25 should not elect additional car rental insurance within the continental United States. Stanford students between the ages of 21-25 may elect additional car rental insurance within the continental United States. Stanford students, under the age of 21, should purchase all available insurance for car rentals.
- All Stanford travelers should accept additional car rental insurance in foreign countries and Hawaii.
- Use the first day of rental as the expense date.
View the Topic Overview: Ground Transportation for more information.
- The Ground Transportation expense type is for transportation expenses such as taxi, limousine, Uber, and car service, etc. Use other transportation expense types for airfare, car rental or truck rental, fuel for car or truck rental.
- Refer to Topic Overview: Ground Transportation for more information.
- Select Ground Transportation from Expense Type drop-down list
- Optionally, enter a description of transportation in the Remarks field
- If no receipt will be submitted with the expense report:
Missing Original Receipt
- Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:
- 1. Select Details icon
- 2. Select Original Receipt Missing checkbox
- 3. Provide an explanation in Remarks field
- 4. Select Return to List
If the expense included other business or personal expenses, itemize expenses:
Itemize Expenses or Itemize a Partially Personal TCard Charge
1. Select Details
2. Select Itemize
3. Change the Itemized Receipt Amount field to the dollar amount of the business portion of the expense
4. Enter description in the Remarks
5. Select Add Another Row and repeat the process to itemize other business portions of the expense
6. Select Return to List
Any remaining amount not put on an itemized line will show as Personal Expenses.
Demo: How to Itemize a Partially Personal TCard Charge- Select Next
- Use Group Travel Meal expense type when a group of Stanford personnel share an ordinary and necessary travel meal.
- When alcohol is part of a group travel meal, use the Group Travel Meal with Alcohol expense types.
- For more information, refer to Topic Overview: Travel Meals
- Use Group Travel Meal with Alcohol expense type when a group of Stanford personnel share an ordinary and necessary travel meal that includes alcohol.
- Meals that include alcohol should be coded using unallowable expenditure types. Refer to Topic Overview: Purpose and Use of Expenditure Type Codes.
- Refer to Topic Overview: Travel Meals for more information.
- Be sure to prepare an individual lodging receipt file to upload directly to this line before submitting the expense report.
- Refer to Topic Overview: Lodging for more information.
- For lodging, the expense date should always be the first day of travel.
- The Other Transportation expense type is for transportation expenses such as train, ferry, carpooling, and fuel for car or truck rental, etc. Transportation methods such as airfare, car rental or truck rental, taxi, limousine, should be entered under another appropriate Expense Types (Airfare, Airfare Ancillary Fee, Ground Transportation or Car Rental).
- Refer to Topic Overview: Ground Transportation for more information.
- The Parking Fees Expense Type is used when a Stanford employee travels for business and has expenses for parking. This does not include regular, employee, commute costs for parking at Stanford which are not reimbursable.
- The Travel Meal – Single Meal expense type is used to enter a single meal (e.g., breakfast, lunch or dinner) that does not include alcohol, incurred while traveling.
- When alcohol is part of a travel meal, use the Travel Meal – Single Meal with Alcohol or Travel Meals – Daily Total with Alcohol expense types.
- For more information, refer to Topic Overview: Travel Meals.
- The Travel Meal – Single Meal with Alcohol expense types is used to enter a single meal (e.g., breakfast, lunch or dinner) that includes alcohol, including food, alcohol, tax and tip.
- Meals that include alcohol should be coded using unallowable expenditure types. Refer to Topic Overview: Purpose and Use of Expenditure Type Codes.
- Refer to Topic Overview: Travel Meals for more information.
- The Travel Meal – Daily Total expense type is used to enter the total cost of all meals for a specific day, on one expense line. Use only if there was no alcohol the entire day.
- Do not use in combination with any other Travel Meal expense type on a specific day (e.g., there cannot be a Daily Total and a Single Meal on the same day).
- For more information, refer to Topic Overview: Travel Meals.
- The Travel Meals – Daily Total with Alcohol expense type is used to enter the total cost of all meals for a specific day, entered on one expense line, including food, alcohol, tax and tip. Use if there was alcohol at any meal that day.
- Meals that include alcohol should be coded using unallowable expenditure types. Refer to Topic Overview: Purpose and Use of Expenditure Type Codes.
- Refer to Topic Overview: Travel Meals for more information.
On the Transaction Lines screen, note the two available tabs:
- Transaction Lines – use this tab to report cash and personal credit card expenses
- Start with step d for each expense type if you are pasting expense lines from Excel. Refer to How To: Copy and Paste Expense Lines from Excel for instructions and downloadable Excel templates.
- Mileage Expenses – use this tab to report Mileage expenses
Be sure you are on the tab appropriate for the expenses being reported.
Select expense types that apply to your expenses to see customized instructions:
- If the expense is for baggage fees, change the expense type from Airline to Ancillary Airline Fee and refer to the Ancillary Airline Fee instructions.
- Be sure to prepare an individual airfare receipt file to upload directly to this line before submitting the expense report.
- Refer to Topic Overview: Airfare for details.
- For the airfare expense type, enter the last day of travel as the date of the expense.
Be sure to prepare an individual airfare receipt file to upload directly to this line before submitting the expense report.
- Enter Date of expense
- Enter receipt amount in Line Amount field
- Select Airfare from the Expense Type drop-down list
- Select the Details icon to open a new page.
- If no receipt is provided, please contact the airline for duplicate. Airfare receipts are always required at the line item level
- Select Affiliation (defaults to Stanford Traveler or select Visitor)
- Select Traveler’s Name
- Enter the Airfare Ticket Number for reporting purposes in OBI reporting.
- If the Stanford traveler has an active Airfare Ticket Number in Egencia, the optional Ticket Number field will activate as a drop down
- Select the search tool on that line
- Enter all or part of the Egencia information (use one of the 11 search options) and select Go or leave the field blank and select Go
- If more than one flight is shown, select the flight information for the airfare expense being reimbursed.
- If the Stanford traveler has an active Airfare Ticket Number in Egencia, the optional Ticket Number field will activate as a drop down
- Additional Information regarding Airfare Ticket Numbers
- Only Stanford Payee travelers will generate a list of Egencia Ticket Numbers.
- Selecting an Egencia Ticket Number from the drop down choices will auto fill fields in Additional Information.
- The Selected Ticket Amount will not override the Reimbursable Amount you entered for the transaction line.
- Any Airfare Ticket Numbers may be manually entered for reporting purposes in OBI reporting.
- If Egencia Ticket Numbers result in charges to the Travel Card, they should be referenced and cleared as usual.
- If Egencia Ticket Numbers DO NOT result in charges to an individual’s personal credit card, they do not need to be cleared or entered into the Expense Report. These ticket numbers will be cleared periodically from Expense Requests.
- Select the Travel Booking Method
- Select the Airline
- Select the Class of Ticket
Business and First Class require an explanation in Remarks
When the Airfare Class of Ticket is Business or First, the expense must be allocated to an unrestricted award and an unallowable expenditure type for the upgrade fee. In the event documentation of a Coach fare was unavailable, allocate one-third of the cost to an allowable expenditure type and the remaining two thirds to unallowable. For the university policy on international business class travel, refer to Fly America Act and Open Skies Exceptions.
- Enter the Departure and Destination Airport codes
- Respond if the flight was round trip or one way (default is Roundtrip)
- If the airline expense is for a multi-leg trip, refer to the instructions below:
Itemize a Multi-leg Trip
A multi-leg trip is defined as a trip in which an overnight stay was required en route to the final destination. The total airfare amount should be listed as the first itemized expense line (e.g., Line 1-1) in the Itemized Business Expenses section, the rest of the lines should be 0.00 for the Itemized Receipt Amount. Note the departure and destination of each leg in the Itemized Remarks field.
i. Select Itemize
ii. Select Add Another Row
iii. Select Airfare from the Expense Type drop-down list
iv. Expense Date defaults to original entry
v. Enter portion of expense amount being itemized
vi. Select the Traveler’s Name
vii. Enter the Airfare Ticket Number for reference purposes in OBI reporting (Optional)
viii. Select the Travel Booking Method
ix. Select the Airline
x. Select the Class of Ticket
xi. Enter Departure and Destination Airport codes of the first leg
Repeat Steps 2 through 7 until all legs are listed
- If the airline expense contains another expense that needs to be itemized (such as Ancillary Airline Fee), refer to the instructions below:
- Select Itemize
- Change the Itemized Receipt Amount field to the dollar amount of the business portion of the expense
- Enter description in the Remarks
- Select Add Another Row and repeat the process to itemize other business portions of the expense
- Any remaining amount not put on an itemized line will show as Personal Expenses.
Demo: How to Itemize a Partially Personal TCard Charge
- Select Return to List
- Select Next
- Stanford faculty, staff, and students over the age of 25 should not elect additional car rental insurance within the continental United States. Stanford students between the ages of 21-25 may elect additional car rental insurance within the continental United States. Stanford students, under the age of 21, should purchase all available insurance for car rentals.
- All Stanford travelers should accept additional car rental insurance in foreign countries and Hawaii.
- Use the first day of rental as the expense date.
View the Topic Overview: Ground Transportation for more information.
- The Ground Transportation expense type is for transportation expenses such as taxi, limousine, Uber, and car service, etc. Use other transportation expense types for airfare, car rental or truck rental, fuel for car or truck rental.
- Refer to Topic Overview: Ground Transportation for more information.
- Select Ground Transportation from Expense Type drop-down list
- Optionally, enter a description of transportation in the Remarks field
- If no receipt will be submitted with the expense report:
Missing Original Receipt
- Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:
- 1. Select Details icon
- 2. Select Original Receipt Missing checkbox
- 3. Provide an explanation in Remarks field
- 4. Select Return to List
- If the expense included other business or personal expenses, itemize expenses:
Itemize Expenses or Itemize a Partially Personal Charge
1. Select Details
2. Select Itemize
3. Change the Itemized Receipt Amount field to the dollar amount of the business portion of the expense
4. Enter description in the Remarks
5. Select Add Another Row and repeat the process to itemize other business portions of the expense
6. Select Return to List Any remaining amount not put on an itemized line will show as Personal Expenses.
- Select Next
- Use Group Travel Meal expense type when a group of Stanford personnel share an ordinary and necessary travel meal.
- When alcohol is part of a group travel meal, use the Group Travel Meal with Alcohol expense types.
- For more information, refer to Topic Overview: Travel Meals.
- Use Group Travel Meal with Alcohol expense type when a group of Stanford personnel share an ordinary and necessary travel meal that includes alcohol.
- Meals that include alcohol should be coded using unallowable expenditure types. Refer to Topic Overview: Purpose and Use of Expenditure Type Codes.
- Refer to Topic Overview: Travel Meals for more information.
- Be sure to prepare an individual lodging receipt file to upload directly to this line before submitting the expense report.
- Refer to Topic Overview: Lodging for more information.
- For lodging, the expense date should always be the first day of travel.
- The Other Transportation expense type is for transportation expenses such as train, ferry, carpooling, and fuel for car or truck rental, etc. Transportation methods such as airfare, car rental or truck rental, taxi, limousine, should be entered under another appropriate Expense Types (Airfare, Airfare Ancillary Fee, Ground Transportation or Car Rental).
- Refer to Topic Overview: Ground Transportation for more information.
- The Parking Fees Expense Type is used when a Stanford employee travels for business and has expenses for parking. This does not include regular, employee, commute costs for parking at Stanford which are not reimbursable.
- The Travel Meal – Single Meal expense type is used to enter a single meal (e.g., breakfast, lunch or dinner) that does not include alcohol, incurred while traveling.
- When alcohol is part of a travel meal, use the Travel Meal – Single Meal with Alcohol or Travel Meals – Daily Total with Alcohol expense types.
- For more information, refer to Topic Overview: Travel Meals.
- The Travel Meal – Single Meal with Alcohol expense types is used to enter a single meal (e.g., breakfast, lunch or dinner) that includes alcohol, including food, alcohol, tax and tip.
- Meals that include alcohol should be coded using unallowable expenditure types. Refer to Topic Overview: Purpose and Use of Expenditure Type Codes.
- Refer to Topic Overview: Travel Meals for more information.
- The Travel Meal – Daily Total expense type is used to enter the total cost of all meals for a specific day, on one expense line. Use only if there was no alcohol the entire day.
- Do not use in combination with any other Travel Meal expense type on a specific day (e.g., there cannot be a Daily Total and a Single Meal on the same day).
- For more information, refer to Topic Overview: Travel Meals.
- The Travel Meals – Daily Total with Alcohol expense type is used to enter the total cost of all meals for a specific day, entered on one expense line, including food, alcohol, tax and tip. Use if there was alcohol at any meal that day.
- Meals that include alcohol should be coded using unallowable expenditure types. Refer to Topic Overview: Purpose and Use of Expenditure Type Codes.
- Refer to Topic Overview: Travel Meals for more information.
Enter the PTA - Project, Task, Award using any combination of the options below:
- Enter Project, Task, Award information for each line
- Select Expenditure Type for each line A commonly used expenditure type may appear. If the field is blank, select from the drop-down list.
Check the box to the left to select one, multiple or all expense lines
Refer to How To: Set My Allocation Preferences for more information.
- Select one of the pre-set expense allocations from My Allocation dropdown list
- Select Apply
- Verify that the desired expenditure type has been applied to each expense line before submitting the transaction – correct as needed using the drop-down list
To update a PTA allocation and allocate to different PTAs for one, multiple or all expense lines
- Check the box to the left to select the expense line(s) to be allocated
- Select Update Allocation
- Select an Allocation Method
- Equal Split
- Amount Split
- Percentage Split
- Select the Add Row or plus sign on table to add a new row for each PTA for a split allocation
- Enter the Project, Task, Award information (PTAs)
- Enter Amount or Percentage of split for each PTA, if necessary
- Enter Allocation Reason to describe the reason for allocation to multiple PTAs (optional)
Add Allocation Set to My Allocations by checking the box (optional)
Add Allocation in My Allocation Preferences
Optionally, save this allocation in your My Allocation Preferences for use again.
1. Select Add Allocation Set to My Allocations checkbox
2. Enter the Allocation Name- Select Apply
- Select Expenditure Type for each line A commonly used expenditure type may appear. If the field is blank, select from the dropdown list.
If any Category, Expense Type or Expenditure Type designated as requiring beneficiary information is required, the information will be entered here. For further information, refer to Guidelines for Entering Expense Report Beneficiaries.
- Respond as needed, Are there additional beneficiaries other than the payee? Yes or No (May be hard coded to Yes)
- If you respond, Yes, you may see, Beneficiary information is not required. and you have completed the Beneficiary section.
OR - If you respond, Yes, a new field may appear requiring beneficiary information.
- Select plus sign on table to add a line
- Select Type (Faculty, Staff or Student, Visitor (found in Supplier Database) or Other.
- Enter Name (if Faculty, Staff or Student or Visitor (found in Supplier Database), enter last name, first name and validate the selection. For Guests, enter name in free form field)
- Enter Amount (USD amount for which the individual was beneficiary)
- Repeat for each individual beneficiary
OR
- If you respond, No, you have completed the Beneficiary section.
- If you respond, Yes, you may see, Beneficiary information is not required. and you have completed the Beneficiary section.
Designate approver(s) on Allocations and Approvers screen using any combination of these options:
- Select Populate/Refresh to add default PTA approver(s) (Recommended)
Approvers that display when Populate/Refresh is selected will have the appropriate approval authority for the PTAs and amounts listed. If expense lines have been allocated to more than one PTA, there could be more than one approver showing in the approver routing list. - Enter the approver's sequence or send in parallel (enter 1, 2, 3 for sequence; assign all approver's "1" for in parallel routing)
- Enter Notes to each approver (if needed)
- Select Next when the Approver Routing List is complete
FYI Recipients do not "approve" the expense report.
If an approver has been deleted by mistake, select Populate/Refresh to return to original default approver.
- Select one of the pre-set approvers from My Approvers drop-down list
- Select Apply
- Enter the approver's sequence or send in parallel (enter 1, 2, 3 for sequence; assign all approver's "1" for in parallel routing)
- Enter Notes to each approver (if needed)
- Select add approver
- Enter the Approval Sequence number (enter 1, 2, 3 for sequence; assign all approver's “1” for in parallel routing, assign Pre-Approvers 1).
- Select the magnifying glass icon
- Enter the approver's name (Last name, First name)
- Select Go
- Select Quick Select icon next to the approver's name
- Select Approver, FYI or Pre-Approver from Approver/FYI drop-down list
- Enter Notes to each approver (if needed)
FYI Recipients and Pre-Approvers do not "approve" the expense report, but will receive notifications regarding the transaction.
If an approver has been deleted by mistake, select Populate/Refresh to return to original default approval list. There must be a "Yes" displaying in the default approver column for at least one approver per PTA.
The Advance step will appear in the workflow train if the payee has an advance waiting to be applied to an expense report. Apply advance funds or skip this step if the outstanding advance does not apply to this expense report.
- Select the flashlight next to the Advance Number field
- Select Go to view all available advances
- Select applicable advance from the list
- Enter the amount to be applied
- Select Next
- Enter An advance does not apply in Remarks field
- Select Next
All expense reports must include receipts and other supporting documentation. If an expense has been pre-approved, supporting documentation must be obtained from the Pre-Approver and attached to the expense line or to the transaction.
An attachment for Expense Requests, Easy Pay and PCard Transactions must be a legible copy of the entire receipt and clearly show:
- All text
- Receipt Date
- Location (when available)
- Vendor/Business Name
- Entire Receipt (Additional screenshots may be needed to include all of a lengthy receipt.
Use the Event/Reason to capture the reason and add pg. 1, pg. 2, etc. to clarify.)
You can upload an image directly to the transaction, add attachments via the eReceipts application or fax the document using a BarCode Cover Sheet.
Scan or use a smartphone to photograph required receipts and documents to be attached to the transaction into a file
Allowed file formats include: .heic, .jpg, .jpeg, .png, .gif, .pdf, .txt, .doc, .docx, .html, .rtf, .xml, .xls, .xlsx.
- Select green plus sign (if available)
- Select Browse to navigate to file
- Select file (or multiple files)
- Allowable special characters to use in file names, includes:
- parenthesis ()
- dash/hyphen –
- underscore _
- dollar sign $
- period .
- comma ,
- ampersand &
- apostrophe '
- plus sign +
- Allowable special characters to use in file names, includes:
- Select Open
- Select Upload file(s) File(s) will appear in View Attachments.
- Select Close
- Green plus sign changes to paper clip to indicate file(s) attached to that line
- Green plus sign changes to paper clip to indicate file(s) attached to that line
- Scan or use a smartphone to photograph required receipts and documents to be attached to the transaction into a file
Name each file with a unique name and save on the computer
Allowed file formats include, .heic, .jpg, .jpeg, .png, .gif, .pdf, .txt, .doc, .docx, .html, .rtf, .xml, .xls, .xlsx.
- Select Attach/View Receipts button to open the Attachments window
- Do Not select a line
- Select Browse to navigate to file
- Select file (or multiple files)
- Allowable special characters to use in file names, includes:
- parenthesis ()
- dash/hyphen –
- underscore _
- dollar sign $
- period .
- comma ,
- ampersand &
- apostrophe '
- plus sign +
- Allowable special characters to use in file names, includes:
- Select Open
- Select Upload file(s) File(s) will appear in View Attachments.
- Files attached to the transaction display N/A in the Expense Source and For Transaction Line(s) columns
Select Close to close the Attachments window
Reassign Attachments to a Line (if required)
i. Click Attach/View Receipts button to open the Attachments window
ii. Scroll down and select the Reassign icon for the attachment
iii. Select the Document Type
iv. Select the line to which the attachment is to be reassigned
v. Click Save
vi. Repeat for all uploaded attachments that must be reassigned to a line
- Select Attach/View Receipts on the Transaction Review screen
- Select Add eReceipts to view all eReceipts shared with you for that Category (PCard or TCard/Personal Funds)
- Select the correct receipt(s) associated with the transaction
- Click Add Receipt button at the bottom
- Select Attach/View Receipts on the Transaction Review screen
Select Bar Code Cover Page on the Attach/View Receipts window and print
Faxed receipts and documents must include the Barcode Cover Sheet to attach to the transaction. The fax number (650-721-3072) is on the Barcode Cover Sheet page.
- Close the Bar Code Cover Page window
- Send an individual fax for each line that requires an attachment
- Send a fax containing all other receipts and documents The Bar Code Cover Page should be the first page of the Fax so that it attaches to the correct transaction.
- Select Attach/View Receipts to open the Attachments window Faxes will display in the View Attachments section, attached at the transaction level.
Select Close to close the Attachments window
Reassign Attachments to a Line (if required)
i. Click Attach/View Receipts button to open the Attachments window
ii. Scroll down and select the Reassign icon for the attachment
iii. Select the Document Type
iv. Select the line to which the attachment is to be reassigned
v. Click Save
vi. Repeat for all uploaded attachments that must be reassigned to a line
- Review the transaction carefully for completeness, accuracy and policy compliance.
- Refer to the tabs marked Expense Lines, Expense Allocations, Approvers and Approval Notes for additional information.
- Attach all receipts and backup documentation (Received of Petty Cash Form if required) by selecting Attach View Receipts or the Attach icon for a specific expense line
- Select Submit to submit the transaction once all receipts and backup documents have been attached
- The expense report will be routed to the appropriate approver and if approved, it will then be sent to Business Expense for approval and payment.
- Business Expense may audit the transaction and if necessary, reject or return the transaction to the preparer. For more information, see How To Handle Rejected or Returned Transactions and Request for More Info.
- If there is a minor issue with a transaction, the auditor may approve the transaction and add a note about that issue. A notification email is sent to the preparer and the approver so both are aware of alterations/corrections that should be made on future transactions.
- Review guidance in the Approval Notes.
- Take appropriate action to revise your process for future transactions.
- Submit a support request with any questions.
- If there is a minor issue with a transaction, the auditor may approve the transaction and add a note about that issue. A notification email is sent to the preparer and the approver so both are aware of alterations/corrections that should be made on future transactions.
- Retain hard copy receipts until the receipts have been verified as uploaded successfully and confirmed payment processing is complete. Refer to Administrative Guide Policy 3.1.5: Retention of Financial Records.
For Foreign SU Payees
Before You Start
Learn about creating an SU Payee Expense Report, by taking the STARS Course, FIN-0500 Introduction to the Expense Requests System and view the screenshots in FIN-0500: Learning Supplements.
For details on using Expense Reports to manage Travel Card Expenses, review the STARS Course, FIN-0402: Expense Reports with Travel Card Transactions and/or view Expense Reports with Travel Card Transactions - Learning Supplements.
- Enter ofweb.stanford.edu in the browser
- Select Login
- As prompted, log in using SUNet ID and password
- Select SU Expense Requests
- Select SU Payee under Expense Report in the Create New Transaction column
- Select Expenses (Foreign) from the Category drop-down list
- Enter the Payee's name (Last name, First name) or search and select the payee by selecting the search icon (magnifying glass) The payee must be the employee or student who incurred the expenses, and who will receive a reimbursement if one is owed.
- Select Yes or No in the Rush Processing drop-down menu
- Select preferred Payment Method from the drop-down if both electronic and check options are available for a payee (as for some DAPER staff)
Will Call Check
Will Call check delivery option is handled via Rush Processing.
1. Select Yes in the Rush Processing field
2. Select the Will Call location where the check will be picked up (A $35 processing fee will apply)
3. On the Allocations and Approvers page, supply a PTA to which the $35 processing fee will be charged. Some PTAs are restricted (sponsored projects) and will not allow a processing fee to be charged to them (awards that begin with P, Q, R, S, R, U, V or W). Check with the PTA approver or the department financial analyst before requesting a rush processing fee.
4. Select a Check Delivery Option (available when the payment method is Check)
- The payment method is auto-filled based upon what the Stanford payee has setup (electronic or check) with Payroll.
- Enter Business Purpose For payments to human subjects, it is extremely important that the subjects' names NOT be included in the business purpose. It is recommended to use a generic business purpose statement (e.g., "Human Subject Payment"). Many studies are sensitive in nature and information concerning Human Subject participants is confidential. In those instances, the study should not be named in the business purpose, but can be referred to by a protocol number or other study identifying number.
- Review Guidelines for Writing a Clear Business Purpose to ensure the business purpose meets requirements.
- Select Event Name (mandatory for foreign expense reports) from the drop-down menu or, If a new event is needed, select Create New Event (refer to How To: Create New Event for details). To display the selected event details below the Event Name field, select Show Event.
Complete Student Certification for Authorized Expense information when the section is displayed for a Stanford student payee:
Complete Student Certification for Authorized Expense Information
1. Check as many certification criteria boxes as apply.
2. If the Other box was selected, enter the detailed reason in the Reason for Other field.
3. Enter the Faculty or Approver name that authorized these expenses.
Any student travel-related expenses that do not meet the above certification criteria should be submitted through either Graduate Financial Support (GFS) for graduate students and postdocs or through the Financial Aid Office for undergraduate students.- Select Next
All expenses for a trip or that pertain to a single business purpose should be included in one expense report.
- Select all Stanford Travel Card transactions that should be applied to the Expense Report (including fully and partially personal charges) TCard transactions can be sorted to help locate desired transaction(s). Select the column headers to sort by Preparer Notes, Transaction Date, Days, Merchant Name or Location Note.
Once TCard transaction lines are selected, select Save before sorting the table differently if other transaction lines need to be sorted in order to be selected. - Select Next or Previous to view additional transactions if necessary
- Select Next
On the details page, verify that Country of Activity and Foreign Activity Type are correct for each expense line. If necessary, select the correct country and activity for each expense.
- Identify any fully personal transactions (when applicable):
- Select the checkbox for each fully personal transaction
- Select Categorize as Personal button
- The fully personal transactions will be listed as personal expenses.
- Select expense types that apply to these expenses for customized instructions:
- If the expense is for baggage fees, change the expense type from Airline to Ancillary Airline Fee and refer to the Ancillary Airline Fee instructions.
- Be sure to prepare an individual airfare receipt file to upload directly to this line before submitting the expense report.
- Refer to Topic Overview: Airfare for details.
- For the airfare expense type, enter the last day of travel as the date of the expense.
Be sure to prepare an individual airfare receipt file to upload directly to this line before submitting the expense report. The expense date and expense type will auto-fill for Travel Card airline expenses. Airfare requires specific entries in Details:
- Enter Date of expense
- Enter receipt amount in Line Amount field
- Select Airfare from the Expense Type drop-down list
- Select the Details icon to open a new page.
- If no receipt is provided, please contact the airline for duplicate. Airfare receipts are always required at the line item level
- Select Affiliation (defaults to Stanford Traveler or select Visitor)
- Select Traveler’s Name
- Enter the Airfare Ticket Number for reporting purposes in OBI reporting.
- If the Stanford traveler has an active Airfare Ticket Number in Egencia, the optional Ticket Number field will activate as a drop down
- Select the search tool on that line
- Enter all or part of the Egencia information (use one of the 11 search options) and select Go or leave the field blank and select Go
- If more than one flight is shown, select the flight information for the airfare expense being reimbursed.
- If the Stanford traveler has an active Airfare Ticket Number in Egencia, the optional Ticket Number field will activate as a drop down
- Additional Information regarding Airfare Ticket Numbers
- Only Stanford Payee travelers will generate a list of Egencia Ticket Numbers.
- Selecting an Egencia Ticket Number from the drop down choices will auto fill fields in Additional Information.
- The Selected Ticket Amount will not override the Reimbursable Amount you entered for the transaction line.
- Any Airfare Ticket Numbers may be manually entered for reporting purposes in OBI reporting.
- If Egencia Ticket Numbers result in charges to the Travel Card, they should be referenced and cleared as usual.
- If Egencia Ticket Numbers DO NOT result in charges to an individual’s personal credit card, they do not need to be cleared or entered into the Expense Report. These ticket numbers will be cleared periodically from Expense Requests.
- Select the Travel Booking Method
- Select the Airline
- Select the Class of Ticket
Business and First Class require an explanation in Remarks
When the Airfare Class of Ticket is Business or First, the expense must be allocated to an unrestricted award and an unallowable expenditure type for the upgrade fee. In the event documentation of a Coach fare was unavailable, allocate one-third of the cost to an allowable expenditure type and the remaining two thirds to unallowable. For the university policy on international business class travel, refer to Fly America Act and Open Skies Exceptions.
- Enter the Departure and Destination Airport codes
- Respond if the flight was round trip or one way (default is Roundtrip)
- If the airline expense is for a multi-leg trip, refer to the instructions below:
Itemize a Multi-leg Trip
A multi-leg trip is defined as a trip in which an overnight stay was required en route to the final destination. The total airfare amount should be listed as the first itemized expense line (e.g., Line 1-1) in the Itemized Business Expenses section, the rest of the lines should be 0.00 for the Itemized Receipt Amount. Note the departure and destination of each leg in the Itemized Remarks field.
i. Select Itemize
ii. Select Add Another Row
iii. Select Airfare from the Expense Type drop-down list
iv. Expense Date defaults to original entry
v. Enter portion of expense amount being itemized
vi. Select the Traveler’s Name
vii. Enter the Airfare Ticket Number for reference purposes in OBI reporting (Optional)
viii. Select the Travel Booking Method
ix. Select the Airline
x. Select the Class of Ticket
xi. Enter Departure and Destination Airport codes of the first leg
Repeat Steps 2 through 7 until all legs are listed
- If the airline expense contains another expense that needs to be itemized (such as Ancillary Airline Fee), refer to the instructions below:
- Select Itemize
- Change the Itemized Receipt Amount field to the dollar amount of the business portion of the expense
- Enter description in the Remarks
- Select Add Another Row and repeat the process to itemize other business portions of the expense
- Any remaining amount not put on an itemized line will show as Personal Expenses.
Demo: How to Itemize a Partially Personal TCard Charge
- Select Return to List
- Select Next
- A Business Meal is defined as a meal at which faculty, staff, students and/or guests are present for the purpose of conducting university business. This applies to food brought into a meeting or a business meal that takes place at a restaurant.
- Each business meal event should be entered individually as its own expense line.
- Do not use the Business Meal expense type if alcohol was consumed with the meal. When alcohol is part of a Business Meal, use the Business Meal with Alcohol expense type.
- Any requests to exceed per-person meal expense guidelines must be pre-approved by the school or unit's dean's office. For more information, refer to Topic Overview: Business Meals.
- The Business Meal with Alcohol Expense Type is used when reporting expenses for a group meal where alcoholic beverages were consumed and during which business was conducted. This applies to food brought into a meeting or a business meal that takes place at a restaurant.
- Any Business Meal with Alcohol expense type must select an unallowable expenditure type at Allocation.
- Any requests to exceed per-person meal expense guidelines must be pre-approved by the school or unit's dean's office. Refer to Topic Overview: Business Meals for more information.
- Stanford faculty, staff, and students over the age of 25 should not elect additional car rental insurance within the continental United States. Stanford students between the ages of 21-25 may elect additional car rental insurance within the continental United States. Stanford students, under the age of 21, should purchase all available insurance for car rentals.
- All Stanford travelers should accept additional car rental insurance in foreign countries and Hawaii.
- Use the first day of rental as the expense date.
View the Topic Overview: Ground Transportation for more information.
- Be sure to prepare an individual conference registration receipt file and a conference agenda file to upload directly to this line before submitting the expense report. For details, refer to Topic Overview: Other Business Expenses, Reimbursable Expenses section.
- If a student is presenting at a meeting or conference, a program noting the student's name is acceptable documentation. Refer to Topic Overview: Student Travel Expenses for more information.
- If an individual is reimbursed prior to the conference, the conference registration’s expense date would be the date the payment was actually made. If the conference registration is reimbursed as part of a reimbursement after travel is completed, the conference registration’s expense date would be the first day of travel.
- Used for tangible gifts for all recipients as well as gift cards for students/visitors.See Expense Type, Gift Card - Employee for staff/faculty gift cards
- Remarks (or gift descriptions) and the names of gift recipients are required for Gifts.
- Refer to Topic Overview: Categories of Purchases for more information
- Select Gift Card - Employee (Foreign) from Expense Type drop-down list
Enter the occasion/reason for the gift card in the Remarks field (required)
If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:
1. Select Original Receipt Missing checkbox
2. Provide an explanation in Remarks field- Select Details icon
- Select the Country of Activity and Foreign Activity Type defined in events preferences from the drop-down menus in the Additional Information section
- In the Gift Recipients section, click the Add Recipient icon (with a green plus sign) on table to add a recipient
- Select the Name from the drop-down list
- Enter Amount
- Select Return to List
- Select Next
- Used for tangible gifts for all recipients as well as gift cards for students/visitors. See Expense Type, Gift Card - Employee for staff/faculty gift cards.
- Remarks (or gift descriptions) and the names of gift recipients are required for Gifts.
- Refer to Topic Overview: Categories of Purchases for more information.
- Select Gifts - Foreign Activity from Expense Type drop-down list
- Enter a description of the gift(s) in the Remarks field (required)
Select Details icon
- If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:
1. Select Original Receipt Missing checkbox
2. Provide an explanation in Remarks field- Select the Country of Activity and Foreign Activity Type defined in events preferences from the drop-down menus in the Additional Information section
- In the Gift Recipients section, click the Add Recipient icon (with a green plus sign) on table to add a recipient
- Select Name from the drop-down list
- Enter Amount
- Repeat Steps e through h until all recipients of this same gift are added
- Select Return to List
- Select Next
- The Ground Transportation expense type is for transportation expenses such as taxi, limousine, Uber, and car service, etc. Use other transportation expense types for airfare, car rental or truck rental, fuel for car or truck rental.
- Refer to Topic Overview: Ground Transportation for more information.
- Select Ground Transportation from Expense Type drop-down list
- Optionally, enter a description of transportation in the Remarks field
- If no receipt will be submitted with the expense report:
Missing Original Receipt
- Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:
- 1. Select Details icon
- 2. Select Original Receipt Missing checkbox
- 3. Provide an explanation in Remarks field
- 4. Select Return to List
- If the expense included other business or personal expenses, itemize expenses:
Itemize Expenses or Itemize a Partially Personal TCard Charge
1. Select Details
2. Select Itemize
3. Change the Itemized Receipt Amount field to the dollar amount of the business portion of the expense
4. Enter description in the Remarks
5. Select Add Another Row and repeat the process to itemize other business portions of the expense
6. Select Return to List Any remaining amount not put on an itemized line will show as Personal Expenses.
Demo: How to Itemize a Partially Personal TCard Charge
- Select Next
- Use Group Travel Meal expense type when a group of Stanford personnel share an ordinary and necessary travel meal.
- When alcohol is part of a group travel meal, use the Group Travel Meal with Alcohol expense types.
- For more information, refer to Topic Overview: Travel Meals.
- Use Group Travel Meal with Alcohol expense type when a group of Stanford personnel share an ordinary and necessary travel meal that includes alcohol.
- Meals that include alcohol should be coded using unallowable expenditure types. Refer to Topic Overview: Purpose and Use of Expenditure Type Codes.
- Refer to Topic Overview: Travel Meals for more information.
- Human Subject Advance requests must complete a Request Cash Advance for Human Subject Incentives Form and not exceed the maximum advance amount for Human Subject requests. For more information, see Paying Human Subjects.
- Be sure to prepare an individual lodging receipt file to upload directly to this line before submitting the expense report.
- Refer to Topic Overview: Lodging for more information.
- For lodging, the expense date should always be the first day of travel.
- Use the Membership Dues expense type to report expenses related to joining or maintaining membership in a professional organization.
- If the expense includes memberships for multiple individuals, each individual must be entered as a separate line or names listed in the Remarks field.
- Refer to Topic Overview: Other Business Expenses, Dues and Subscription section for more information.
- The Other Transportation expense type is for transportation expenses such as train, ferry, carpooling, and fuel for car or truck rental, etc. Transportation methods such as airfare, car rental or truck rental, taxi, limousine, should be entered under another appropriate Expense Types (Airfare, Airfare Ancillary Fee, Ground Transportation or Car Rental).
- Refer to Topic Overview: Ground Transportation for more information.
- The Parking Fees Expense Type is used when a Stanford employee travels for business and has expenses for parking. This does not include regular, employee, commute costs for parking at Stanford which are not reimbursable.
- The Travel Meal – Single Meal expense type is used to enter a single meal (e.g., breakfast, lunch or dinner) that does not include alcohol, incurred while traveling.
- When alcohol is part of a travel meal, use the Travel Meal – Single Meal with Alcohol or Travel Meals – Daily Total with Alcohol expense types.
- For more information, refer to Topic Overview: Travel Meals.
- The Travel Meal – Single Meal with Alcohol expense types is used to enter a single meal (e.g., breakfast, lunch or dinner) that includes alcohol, including food, alcohol, tax and tip.
- Meals that include alcohol should be coded using unallowable expenditure types. Refer to Topic Overview: Purpose and Use of Expenditure Type Codes.
- Refer to Topic Overview: Travel Meals for more information.
- The Travel Meal – Daily Total expense type is used to enter the total cost of all meals for a specific day, on one expense line. Use only if there was no alcohol the entire day.
- Do not use in combination with any other Travel Meal expense type on a specific day (e.g., there cannot be a Daily Total and a Single Meal on the same day).
- For more information, refer to Topic Overview: Travel Meals.
- The Travel Meals – Daily Total with Alcohol expense type is used to enter the total cost of all meals for a specific day, entered on one expense line, including food, alcohol, tax and tip. Use if there was alcohol at any meal that day.
- Meals that include alcohol should be coded using unallowable expenditure types. Refer to Topic Overview: Purpose and Use of Expenditure Type Codes.
- Refer to Topic Overview: Travel Meals for more information.
On the Transaction Lines screen, note the three available tabs:
- Transaction Lines – use this tab to report cash and personal credit card expenses
- Start with step d for each expense type if you are pasting expense lines from Excel. Refer to How To: Copy and Paste Expense Lines from Excel for instructions and downloadable Excel templates.
- Per Diem Expenses – use this tab to report Per Diem expense
- Use Adjusted Per Diem expense type for special circumstances, such as applying a rate lower than the government rate, travel lasting more than 30 days in one location, etc.)
- Sponsored awards must use Per Diem options for Stanford travelers.
- Mileage Expenses – use this tab to report Mileage expenses
Be sure you are on the tab appropriate for the expenses being reported.
Select expense types that apply to your expenses to see customized instructions:
- If the expense is for baggage fees, change the expense type from Airline to Ancillary Airline Fee and refer to the Ancillary Airline Fee instructions.
- Be sure to prepare an individual airfare receipt file to upload directly to this line before submitting the expense report.
- Refer to Topic Overview: Airfare for details.
- For the airfare expense type, enter the last day of travel as the date of the expense.
Be sure to prepare an individual airfare receipt file to upload directly to this line before submitting the expense report. The expense date and expense type will auto-fill for Travel Card airline expenses. Airfare requires specific entries in Details:
- Enter Date of expense
- Enter receipt amount in Line Amount field
- Select Airfare from the Expense Type drop-down list
- Select the Details icon to open a new page.
- If no receipt is provided, please contact the airline for duplicate. Airfare receipts are always required at the line item level
- Select Affiliation (defaults to Stanford Traveler or select Visitor)
- Select Traveler’s Name
- Enter the Airfare Ticket Number for reporting purposes in OBI reporting.
- If the Stanford traveler has an active Airfare Ticket Number in Egencia, the optional Ticket Number field will activate as a drop down
- Select the search tool on that line
- Enter all or part of the Egencia information (use one of the 11 search options) and select Go or leave the field blank and select Go
- If more than one flight is shown, select the flight information for the airfare expense being reimbursed.
- If the Stanford traveler has an active Airfare Ticket Number in Egencia, the optional Ticket Number field will activate as a drop down
- Additional Information regarding Airfare Ticket Numbers
- Only Stanford Payee travelers will generate a list of Egencia Ticket Numbers.
- Selecting an Egencia Ticket Number from the drop down choices will auto fill fields in Additional Information.
- The Selected Ticket Amount will not override the Reimbursable Amount you entered for the transaction line.
- Any Airfare Ticket Numbers may be manually entered for reporting purposes in OBI reporting.
- If Egencia Ticket Numbers result in charges to the Travel Card, they should be referenced and cleared as usual.
- If Egencia Ticket Numbers DO NOT result in charges to an individual’s personal credit card, they do not need to be cleared or entered into the Expense Report. These ticket numbers will be cleared periodically from Expense Requests.
- Select the Travel Booking Method
- Select the Airline
- Select the Class of Ticket
Business and First Class require an explanation in Remarks
When the Airfare Class of Ticket is Business or First, the expense must be allocated to an unrestricted award and an unallowable expenditure type for the upgrade fee. In the event documentation of a Coach fare was unavailable, allocate one-third of the cost to an allowable expenditure type and the remaining two thirds to unallowable. For the university policy on international business class travel, refer to Fly America Act and Open Skies Exceptions.
- Enter the Departure and Destination Airport codes
- Respond if the flight was round trip or one way (default is Roundtrip)
- If the airline expense is for a multi-leg trip, refer to the instructions below:
Itemize a Multi-leg Trip
A multi-leg trip is defined as a trip in which an overnight stay was required en route to the final destination. The total airfare amount should be listed as the first itemized expense line (e.g., Line 1-1) in the Itemized Business Expenses section, the rest of the lines should be 0.00 for the Itemized Receipt Amount. Note the departure and destination of each leg in the Itemized Remarks field.
i. Select Itemize
ii. Select Add Another Row
iii. Select Airfare from the Expense Type drop-down list
iv. Expense Date defaults to original entry
v. Enter portion of expense amount being itemized
vi. Select the Traveler’s Name
vii. Enter the Airfare Ticket Number for reference purposes in OBI reporting (Optional)
viii. Select the Travel Booking Method
ix. Select the Airline
x. Select the Class of Ticket
xi. Enter Departure and Destination Airport codes of the first leg
Repeat Steps 2 through 7 until all legs are listed
- If the airline expense contains another expense that needs to be itemized (such as Ancillary Airline Fee), refer to the instructions below:
- Select Itemize
- Change the Itemized Receipt Amount field to the dollar amount of the business portion of the expense
- Enter description in the Remarks
- Select Add Another Row and repeat the process to itemize other business portions of the expense
- Any remaining amount not put on an itemized line will show as Personal Expenses.
Demo: How to Itemize a Partially Personal TCard Charge
- Select Return to List
- Select Next
- A Business Meal is defined as a meal at which faculty, staff, students and/or guests are present for the purpose of conducting university business. This applies to food brought into a meeting or a business meal that takes place at a restaurant.
- Each business meal event should be entered individually as its own expense line.
- Do not use the Business Meal expense type if alcohol was consumed with the meal. When alcohol is part of a Business Meal, use the Business Meal with Alcohol expense type.
- Any requests to exceed per-person meal expense guidelines must be pre-approved by the school or unit's dean's office. For more information, refer to Topic Overview:: Business Meals.
- The Business Meal with Alcohol Expense Type is used when reporting expenses for a group meal where alcoholic beverages were consumed and during which business was conducted. This applies to food brought into a meeting or a business meal that takes place at a restaurant.
- Any Business Meal with Alcohol expense type must select an unallowable expenditure type at Allocation.
- Any requests to exceed per-person meal expense guidelines must be pre-approved by the school or unit's dean's office. Refer to Topic Overview: Business Meals for more information.
- If the expense is for baggage fees, change the expense type from Airline to Ancillary Airline Fee and refer to the Ancillary Airline Fee instructions.
- Be sure to prepare an individual airfare receipt file to upload directly to this line before submitting the expense report.
- Refer to Policy: Airfare for details.
- For the airfare expense type, enter the last day of travel as the date of the expense.
View the Topic Overview: Ground Transportation for more information.
- Be sure to prepare an individual conference registration receipt file and a conference agenda file to upload directly to this line before submitting the expense report. For details, refer to Topic Overview: Other Business Expenses, Reimbursable Expenses section.
- If a student is presenting at a meeting or conference, a program noting the student's name is acceptable documentation. Refer to Topic Overview: Student Travel for more information.
- If an individual is reimbursed prior to the conference, the conference registration’s expense date would be the date the payment was actually made. If the conference registration is reimbursed as part of a reimbursement after travel is completed, the conference registration’s expense date would be the first day of travel.
- This Expense Type, Gift Card - Employee (Foreign), should be used only for gift cards provided to Stanford University staff and faculty..
- Remarks are required including the occasion for the gift card and the name of the recipient for Gift Card - Employee(Foreign). To be entered as a gift recipient, the person must be the payee or listed as a beneficiary (only option, Faculty, Staff or Student) named earlier in the transaction.
- It is recommended that separate transaction lines be entered for each gift card.
- Refer to Topic Overview: Categories of Purchases. Employee Gifts section for more information.
- Select Gift Card - Employee (Foreign) from Expense Type drop-down list
- Enter the occasion/reason for the gift card in the Remarks field (required)
- If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:
1. Select Original Receipt Missing checkbox
2. Provide an explanation in Remarks field
- If no receipt will be submitted with the expense report:
- Select Details icon
- Select the Country of Activity and Foreign Activity Type defined in events preferences from the drop-down menus in the Additional Information section
- In the Gift Recipients section, click the Add Recipient icon (with a green plus sign) on table to add a recipient
- Select the Name from the drop-down list
- Enter Amount
- Select Return to List
- Select Next
- Used for tangible gifts for all recipients as well as gift cards for students/visitors.See Expense Type, Gift Card - Employee (Foreign) for staff/faculty gift cards
- Remarks (or gift descriptions) and the names of gift recipients are required for Gifts. Only the payee or those names entered in Beneficiaries earlier in the transaction can be selected as recipients.
- Refer to Topic Overview: Categories of Purchases for more information
- Select Gifts - Foreign Activity from Expense Type drop-down list
- Enter a description of the gift(s) in the Remarks field (required)
- Select Details icon
- If no receipt will be submitted with the expense report:
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:
1. Select Original Receipt Missing checkbox
2. Provide an explanation in Remarks field - Select the Country of Activity and Foreign Activity Type defined in events preferences from the drop-down menus in the Additional Information section
- In the Gift Recipients section, click the Add Recipient icon (with a green plus sign) on table to add a recipient
- Select Name from the drop-down list
- Enter Amount
- Repeat Steps e through h until all recipients of this same gift are added
- Select Return to List
- Select Next
- The Ground Transportation expense type is for transportation expenses such as taxi, limousine, Uber, and car service, etc. Use another transportation expense type for airfare, train, car rental or truck rental, fuel for car or truck rental.
- Refer to Topic Overview: Ground Transportation for more information.
- Select Ground Transportation from Expense Type drop-down list
- Optionally, enter a description of transportation in the Remarks field
- If no receipt will be submitted with the expense report:
Missing Original Receipt
- Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:
- 1. Select Details icon
- 2. Select Original Receipt Missing checkbox
- 3. Provide an explanation in Remarks field
- 4. Select Return to List
- If the expense included other business or personal expenses, itemize expenses:
Itemize Expenses or Itemize a Partially Personal TCard Charge
1. Select Details
2. Select Itemize
3. Change the Itemized Receipt Amount field to the dollar amount of the business portion of the expense
4. Enter description in the Remarks
5. Select Add Another Row and repeat the process to itemize other business portions of the expense
6. Select Return to List Any remaining amount not put on an itemized line will show as Personal Expenses.
Demo: How to Itemize a Partially Personal TCard Charge
- Select Next
- Use Group Travel Meal expense type when a group of Stanford personnel share an ordinary and necessary travel meal.
- When alcohol is part of a group travel meal, use the Group Travel Meal with Alcohol expense types.
- For more information, refer to Topic Overview: Travel Meals.
- Use Group Travel Meal with Alcohol expense type when a group of Stanford personnel share an ordinary and necessary travel meal that includes alcohol.
- Meals that include alcohol should be coded using unallowable expenditure types. Refer to Topic Overview: Purpose and Use of Expenditure Type Codes.
- Refer to Topic Overview: Travel Meals for more information.
- Be sure to prepare an individual lodging receipt file to upload directly to this line before submitting the expense report.
- Refer to Topic Overview: Lodging for more information.
- For lodging, the expense date should always be the first day of travel.
- The Other Transportation expense type is for transportation expenses such as train, ferry, carpooling, and fuel for car or truck rental, etc. Transportation methods such as airfare, car rental or truck rental, taxi, limousine, should be entered under another appropriate Expense Types (Airfare, Airfare Ancillary Fee, Ground Transportation or Car Rental).
- Refer to Topic Overview: Ground Transportation for more information.
- The Parking Fees Expense Type is used when a Stanford employee travels for business and has expenses for parking. This does not include regular, employee, commute costs for parking at Stanford which are not reimbursable.
- The Travel Meal – Single Meal expense type is used to enter a single meal (e.g., breakfast, lunch or dinner) that does not include alcohol, incurred while traveling.
- When alcohol is part of a travel meal, use the Travel Meal – Single Meal with Alcohol or Travel Meals – Daily Total with Alcohol expense types.
- For more information, refer to Topic Overview: Travel Meals.
- The Travel Meal – Single Meal with Alcohol expense types is used to enter a single meal (e.g., breakfast, lunch or dinner) that includes alcohol, including food, alcohol, tax and tip.
- Meals that include alcohol should be coded using unallowable expenditure types. Refer to Topic Overview: Purpose and Use of Expenditure Type Codes.
- Refer to Topic Overview: Travel Meals for more information.
- The Travel Meal – Daily Total expense type is used to enter the total cost of all meals for a specific day, on one expense line. Use only if there was no alcohol the entire day.
- Do not use in combination with any other Travel Meal expense type on a specific day (e.g., there cannot be a Daily Total and a Single Meal on the same day).
- For more information, refer to Topic Overview: Travel Meals.
- The Travel Meals – Daily Total with Alcohol expense type is used to enter the total cost of all meals for a specific day, entered on one expense line, including food, alcohol, tax and tip. Use if there was alcohol at any meal that day.
- Meals that include alcohol should be coded using unallowable expenditure types. Refer to Topic Overview: Purpose and Use of Expenditure Type Codes.
- Refer to Topic Overview: Travel Meals for more information.
- Use the Adjusted Per Diem expense type, located on the Transactions Lines tab with all other expense types (i.e., airfare), for:
- Stays in one location over 30 days.
- When using a per diem rate that is lower than the government rate.
- Sponsored Awards must use Meals Per Diem option for Stanford travelers.
- Refer to Topic Overview: Travel Meals for more information.
- Select Per Diem Expenses tab
- Enter Start Date
- Select an Expense Type from the drop-down list
- Alaska/Hawaii Meals
- Continental US Meals
- International Meals
- Enter location name (city name) in Location and select from search
- Enter Number of Days (enter the number of nights spent at that location)
- Select Details icon
Multiple Locations on a Single Trip
1. Select Multiple Locations checkbox
2. Enter Start Date and Location for each destination
- Select Generate Per Diem
Per Stanford policy, 75 percent of the meals per diem rate will be reimbursed on the first and last day of the trip, based on the location that day.
- Select Meals Deductions (specific breakfast, lunch and dinner meals to be deducted from the per diem total)
- Select Recalculate
- Select Return to List
- Select Next
Enter the PTA - Project, Task, Award using any combination of the options below:
- Enter Project, Task, Award information for each line
- Select Expenditure Type for each line A commonly used expenditure type may appear. If the field is blank, select from the drop-down list.
Check the box to the left to select one, multiple or all expense lines
Refer to How To: Set My Allocation Preferences for more information.
- Select one of the pre-set expense allocations from My Allocation dropdown list
- Select Apply
- Verify that the desired expenditure type has been applied to each expense line before submitting the transaction – correct as needed using the drop-down list
To update a PTA allocation and allocate to different PTAs for one, multiple or all expense lines
- Check the box to the left to select the expense line(s) to be allocated
- Select Update Allocation
- Select an Allocation Method
- Equal Split
- Amount Split
- Percentage Split
- Select the Add Row or plus sign on table to add a new row for each PTA for a split allocation
- Enter the Project, Task, Award information (PTAs)
- Enter Amount or Percentage of split for each PTA, if necessary
- Enter Allocation Reason to describe the reason for allocation to multiple PTAs (optional)
Add Allocation Set to My Allocations by checking the box (optional)
Add Allocation in My Allocation Preferences
Optionally, save this allocation in your My Allocation Preferences for use again.
1. Select Add Allocation Set to My Allocations checkbox
2. Enter the Allocation Name- Select Apply
- Select Expenditure Type for each line A commonly used expenditure type may appear. If the field is blank, select from the dropdown list.
If any Category, Expense Type or Expenditure Type designated as requiring beneficiary information is required, the information will be entered here. For further information, refer to Guidelines for Entering Expense Report Beneficiaries.
- Respond as needed, Are there additional beneficiaries other than the payee? Yes or No (May be hard coded to Yes)
- If you respond, Yes, you may see, Beneficiary information is not required. and you have completed the Beneficiary section.
OR - If you respond, Yes, a new field may appear requiring beneficiary information.
- Select plus sign on table to add a line
- Select Type (Faculty, Staff or Student, Visitor (found in Supplier Database) or Other
- Enter Name (if Faculty, Staff or Student or Visitor (found in Supplier Database), enter last name, first name and validate the selection. For Guests, enter name in free form field)
- Enter Amount (USD amount for which the individual was beneficiary)
- Repeat for each individual beneficiary
OR
- If you respond, No, you have completed the Beneficiary section.
- If you respond, Yes, you may see, Beneficiary information is not required. and you have completed the Beneficiary section.
Designate approver(s) on Allocations and Approvers screen using any combination of these options:
- Select Populate/Refresh to add default PTA approver(s) (Recommended)
Approvers that display when Populate/Refresh is selected will have the appropriate approval authority for the PTAs and amounts listed. If expense lines have been allocated to more than one PTA, there could be more than one approver showing in the approver routing list. - Enter the approver's sequence or send in parallel (enter 1, 2, 3 for sequence; assign all approver's "1" for in parallel routing)
- Enter Notes to each approver (if needed)
- Select Next when the Approver Routing List is complete
FYI Recipients do not "approve" the expense report.
If an approver has been deleted by mistake, select Populate/Refresh to return to original default approver.
- Select one of the pre-set approvers from My Approvers drop-down list
- Select Apply
- Enter the approver's sequence or send in parallel (enter 1, 2, 3 for sequence; assign all approver's "1" for in parallel routing)
- Enter Notes to each approver (if needed)
- Select add approver
- Enter the Approval Sequence number (enter 1, 2, 3 for sequence; assign all approver's “1” for in parallel routing, assign Pre-Approvers 1).
- Select the magnifying glass icon
- Enter the approver's name (Last name, First name)
- Select Go
- Select Quick Select icon next to the approver's name
- Select Approver, FYI or Pre-Approver from Approver/FYI drop-down list
- Enter Notes to each approver (if needed)
FYI Recipients and Pre-Approvers do not "approve" the expense report, but will receive notifications regarding the transaction.
If an approver has been deleted by mistake, select Populate/Refresh to return to original default approval list. There must be a "Yes" displaying in the default approver column for at least one approver per PTA.
The Advance step will appear in the workflow train if the payee has an advance waiting to be applied to an expense report. Apply advance funds or skip this step if the outstanding advance does not apply to this expense report.
- Select the flashlight next to the Advance Number field
- Select Go to view all available advances
- Select applicable advance from the list
- Enter the amount to be applied
- Select Next
- Enter An advance does not apply in Remarks field
- Select Next
All expense reports must include receipts and other supporting documentation. If an expense has been pre-approved, supporting documentation must be obtained from the Pre-Approver and attached to the expense line or to the transaction.
An attachment for Expense Requests, Easy Pay and PCard Transactions must be a legible copy of the entire receipt and clearly show:
- All text
- Receipt Date
- Location (when available)
- Vendor/Business Name
- Entire Receipt (Additional screenshots may be needed to include all of a lengthy receipt.
Use the Event/Reason to capture the reason and add pg. 1, pg. 2, etc. to clarify.)
You can upload an image directly to the transaction, add attachments via the eReceipts application or fax the document using a BarCode Cover Sheet.
Scan or use a smartphone to photograph required receipts and documents to be attached to the transaction into a file
Allowed file formats include: .heic, .jpg, .jpeg, .png, .gif, .pdf, .txt, .doc, .docx, .html, .rtf, .xml, .xls, .xlsx.
- Select green plus sign (if available)
- Select Browse to navigate to file
- Select file (or multiple files)
- Allowable special characters to use in file names, includes:
- parenthesis ()
- dash/hyphen –
- underscore _
- dollar sign $
- period .
- comma ,
- ampersand &
- apostrophe '
- plus sign +
- Allowable special characters to use in file names, includes:
- Select Open
- Select Upload file(s) File(s) will appear in View Attachments.
- Select Close
- Green plus sign changes to paper clip to indicate file(s) attached to that line
- Green plus sign changes to paper clip to indicate file(s) attached to that line
- Scan or use a smartphone to photograph required receipts and documents to be attached to the transaction into a file
Name each file with a unique name and save on the computer
Allowed file formats include, .heic, .jpg, .jpeg, .png, .gif, .pdf, .txt, .doc, .docx, .html, .rtf, .xml, .xls, .xlsx.
- Select Attach/View Receipts button to open the Attachments window
- Do Not select a line
- Select Browse to navigate to file
- Select file (or multiple files)
- Allowable special characters to use in file names, includes:
- parenthesis ()
- dash/hyphen –
- underscore _
- dollar sign $
- period .
- comma ,
- ampersand &
- apostrophe '
- plus sign +
- Allowable special characters to use in file names, includes:
- Select Open
- Select Upload file(s) File(s) will appear in View Attachments.
- Files attached to the transaction display N/A in the Expense Source and For Transaction Line(s) columns
Select Close to close the Attachments window
Reassign Attachments to a Line (if required)
i. Click Attach/View Receipts button to open the Attachments window
ii. Scroll down and select the Reassign icon for the attachment
iii. Select the Document Type
iv. Select the line to which the attachment is to be reassigned
v. Click Save
vi. Repeat for all uploaded attachments that must be reassigned to a line
- Select Attach/View Receipts on the Transaction Review screen
- Select Add eReceipts to view all eReceipts shared with you for that Category (PCard or TCard/Personal Funds)
- Select the correct receipt(s) associated with the transaction
- Click Add Receipt button at the bottom
- Select Attach/View Receipts on the Transaction Review screen
Select Bar Code Cover Page on the Attach/View Receipts window and print
Faxed receipts and documents must include the Barcode Cover Sheet to attach to the transaction. The fax number (650-721-3072) is on the Barcode Cover Sheet page.
- Close the Bar Code Cover Page window
- Send an individual fax for each line that requires an attachment
- Send a fax containing all other receipts and documents The Bar Code Cover Page should be the first page of the Fax so that it attaches to the correct transaction.
- Select Attach/View Receipts to open the Attachments window Faxes will display in the View Attachments section, attached at the transaction level.
Select Close to close the Attachments window
Reassign Attachments to a Line (if required)
i. Click Attach/View Receipts button to open the Attachments window
ii. Scroll down and select the Reassign icon for the attachment
iii. Select the Document Type
iv. Select the line to which the attachment is to be reassigned
v. Click Save
vi. Repeat for all uploaded attachments that must be reassigned to a line
- Review the transaction carefully for completeness, accuracy and policy compliance.
- Refer to the tabs marked Expense Lines, Expense Allocations, Approvers and Approval Notes for additional information.
- Attach all receipts and backup documentation (Received of Petty Cash Form if required) by selecting Attach View Receipts or the Attach icon for a specific expense line
- Select Submit to submit the transaction once all receipts and backup documents have been attached
- The expense report will be routed to the appropriate approver and if approved, it will then be sent to Business Expense for approval and payment.
- Business Expense may audit the transaction and if necessary, reject or return the transaction to the preparer. For more information, see How To Handle Rejected or Returned Transactions and Request for More Info.
- If there is a minor issue with a transaction, the auditor may approve the transaction and add a note about that issue. A notification email is sent to the preparer and the approver so both are aware of alterations/corrections that should be made on future transactions.
- Review guidance in the Approval Notes.
- Take appropriate action to revise your process for future transactions.
- Submit a support request with any questions.
- If there is a minor issue with a transaction, the auditor may approve the transaction and add a note about that issue. A notification email is sent to the preparer and the approver so both are aware of alterations/corrections that should be made on future transactions.
- Retain hard copy receipts until the receipts have been verified as uploaded successfully and confirmed payment processing is complete. Refer to Administrative Guide Policy 3.1.5: Retention of Financial Records.
For Athletics SU Payees
Before You Start
For Athletics (DAPER) Use Only
Learn about creating an SU Payee Expense Report, by taking the STARS Course, FIN-0500 Introduction to the Expense Requests System and view the screenshots in FIN-0500: Learning Supplements.
For details on using Expense Reports to manage Travel Card Expenses, review the STARS Course, FIN-0402: Expense Reports with Travel Card Transactions and/or view Expense Reports with Travel Card Transactions - Learning Supplements.
- Enter ofweb.stanford.edu in the browser
- Select Login
- As prompted, log in using SUNet ID and password
- Select SU Expense Requests
- Select SU Payee under Expense Report in the Create New Transaction column
- Select Athletics Use Only from the Category drop-down list
- Enter the Payee's name (Last name, First name) or search and select the payee by selecting the search icon (magnifying glass) The payee must be the employee or student who incurred the expenses, and who will receive a reimbursement if one is owed.
- Select Yes or No in the Rush Processing drop-down menu
Select preferred Payment Method from the drop-down if both electronic and check options are available for a payee (as for some DAPER staff)
- The payment method is auto-filled based upon what the Stanford payee has setup (electronic or check) with Payroll.
Will Call Check
Will Call check delivery option is handled via Rush Processing.
i. Select Yes in the Rush Processing field
ii. Select the Will Call location where the check will be picked up (A $35 processing fee will apply)
iii. On the Allocations and Approvers page, supply a PTA to which the $35 processing fee will be charged. Some PTAs are restricted (sponsored projects) and will not allow a processing fee to be charged to them (awards that begin with P, Q, R, S, R, U, V or W). Check with the PTA approver or the department financial analyst before requesting a rush processing fee.
iv. Select a Check Delivery Option (available when the payment method is Check)Enter Business Purpose
- Review Guidelines for Writing a Clear Business Purpose to ensure the business purpose meets requirements.
For payments to human subjects, it is extremely important that the subjects' names NOT be included in the business purpose. It is recommended to use a generic business purpose statement (e.g., "Human Subject Payment"). Many studies are sensitive in nature and information concerning Human Subject participants is confidential. In those instances, the study should not be named in the business purpose, but can be referred to by a protocol number or other study identifying number.
- Select Event Name (optional for domestic expense reports) from the drop-down menu or, If a new event is needed, select Create New Event (refer to How To: Create New Event for details). To display the selected event details below the Event Name field, select Show Event.
- Complete Student Certification for Authorized Expense information when the section is displayed for a Stanford student payee:
- Complete Student Certification for Authorized Expense Informationi. Check as many certification criteria boxes as apply.
ii. If the Other box was selected, enter the detailed reason in the Reason for Other field.
iii. Enter the Faculty or Approver name that authorized these expenses.
Any student travel-related expenses that do not meet the above certification criteria should be submitted through either Graduate Financial Support (GFS) for graduate students and postdocs or through the Financial Aid Office for undergraduate students.
- Complete Student Certification for Authorized Expense Informationi. Check as many certification criteria boxes as apply.
- Select Next
All expenses for a trip or that pertain to a single business purpose should be included in one expense report.
- Select all Stanford Travel Card transactions that should be applied to the Expense Report (including fully and partially personal charges) TCard transactions can be sorted to help locate desired transaction(s). Select the column headers to sort by Preparer Notes, Transaction Date, Days, Merchant Name or Location Note.
Once TCard transaction lines are selected, select Save before sorting the table differently if other transaction lines need to be sorted in order to be selected. - Select Next or Previous to view additional transactions if necessary
- Select Next
- Identify any fully personal transactions (when applicable):
- Select the checkbox for each fully personal transaction
- Select Categorize as Personal button
- The fully personal transactions will be listed as personal expenses.
- Select expense types that apply to these expenses for customized instructions:
- If the expense is for baggage fees, change the expense type from Airline to Ancillary Airline Fee and refer to the Ancillary Airline Fee instructions.
- Be sure to prepare an individual airfare receipt file to upload directly to this line before submitting the expense report.
- Refer to Topic Overview: Airfare for details.
- For the airfare expense type, enter the last day of travel as the date of the expense.
Be sure to prepare an individual airfare receipt file to upload directly to this line before submitting the expense report. The expense date and expense type will auto-fill for Travel Card airline expenses. Airfare requires specific entries in Details:
- Enter Date of expense
- Enter receipt amount in Line Amount field
- Select Airfare from the Expense Type drop-down list
- Select the Details icon to open a new page.
- If no receipt is provided, please contact the airline for duplicate. Airfare receipts are always required at the line item level
- Select Affiliation (defaults to Stanford Traveler or select Visitor)
- Select Traveler’s Name
- Enter the Airfare Ticket Number for reporting purposes in OBI reporting.
- If the Stanford traveler has an active Airfare Ticket Number in Egencia, the optional Ticket Number field will activate as a drop down
- Select the search tool on that line
- Enter all or part of the Egencia information (use one of the 11 search options) and select Go or leave the field blank and select Go
- If more than one flight is shown, select the flight information for the airfare expense being reimbursed.
- If the Stanford traveler has an active Airfare Ticket Number in Egencia, the optional Ticket Number field will activate as a drop down
- Additional Information regarding Airfare Ticket Numbers
- Only Stanford Payee travelers will generate a list of Egencia Ticket Numbers.
- Selecting an Egencia Ticket Number from the drop down choices will auto fill fields in Additional Information.
- The Selected Ticket Amount will not override the Reimbursable Amount you entered for the transaction line.
- Any Airfare Ticket Numbers may be manually entered for reporting purposes in OBI reporting.
- If Egencia Ticket Numbers result in charges to the Travel Card, they should be referenced and cleared as usual.
- If Egencia Ticket Numbers DO NOT result in charges to an individual’s personal credit card, they do not need to be cleared or entered into the Expense Report. These ticket numbers will be cleared periodically from Expense Requests.
- Select the Travel Booking Method
- Select the Airline
- Select the Class of Ticket
Business and First Class require an explanation in Remarks
When the Airfare Class of Ticket is Business or First, the expense must be allocated to an unrestricted award and an unallowable expenditure type for the upgrade fee. In the event documentation of a Coach fare was unavailable, allocate one-third of the cost to an allowable expenditure type and the remaining two thirds to unallowable. For the university policy on international business class travel, refer to Fly America Act and Open Skies Exceptions.
- Enter the Departure and Destination Airport codes
- Respond if the flight was round trip or one way (default is Roundtrip)
- If the airline expense is for a multi-leg trip, refer to the instructions below:
Itemize a Multi-leg Trip
A multi-leg trip is defined as a trip in which an overnight stay was required en route to the final destination. The total airfare amount should be listed as the first itemized expense line (e.g., Line 1-1) in the Itemized Business Expenses section, the rest of the lines should be 0.00 for the Itemized Receipt Amount. Note the departure and destination of each leg in the Itemized Remarks field.
i. Select Itemize
ii. Select Add Another Row
iii. Select Airfare from the Expense Type drop-down list
iv. Expense Date defaults to original entry
v. Enter portion of expense amount being itemized
vi. Select the Traveler’s Name
vii. Enter the Airfare Ticket Number for reference purposes in OBI reporting (Optional)
viii. Select the Travel Booking Method
ix. Select the Airline
x. Select the Class of Ticket
xi. Enter Departure and Destination Airport codes of the first leg
Repeat Steps 2 through 7 until all legs are listed
- If the airline expense contains another expense that needs to be itemized (such as Ancillary Airline Fee), refer to the instructions below:
- Select Itemize
- Change the Itemized Receipt Amount field to the dollar amount of the business portion of the expense
- Enter description in the Remarks
- Select Add Another Row and repeat the process to itemize other business portions of the expense
- Any remaining amount not put on an itemized line will show as Personal Expenses.
Demo: How to Itemize a Partially Personal TCard Charge
- Select Return to List
- Select Next
- A Business Meal is defined as a meal at which faculty, staff, students and/or guests are present for the purpose of conducting university business. This applies to food brought into a meeting or a business meal that takes place at a restaurant.
- Each business meal event should be entered individually as its own expense line.
- Do not use the Business Meal expense type if alcohol was consumed with the meal. When alcohol is part of a Business Meal, use the Business Meal with Alcohol expense type.
- Any requests to exceed per-person meal expense guidelines must be pre-approved by the school or unit's dean's office. For more information, refer to Topic Overview: Business Meals.
- The Business Meal with Alcohol Expense Type is used when reporting expenses for a group meal where alcoholic beverages were consumed and during which business was conducted. This applies to food brought into a meeting or a business meal that takes place at a restaurant.
- Any Business Meal with Alcohol expense type must select an unallowable expenditure type at Allocation.
- Any requests to exceed per-person meal expense guidelines must be pre-approved by the school or unit's dean's office. Refer to Topic Overview: Business Meals for more information.
- Stanford faculty, staff, and students over the age of 25 should not elect additional car rental insurance within the continental United States. Stanford students between the ages of 21-25 may elect additional car rental insurance within the continental United States. Stanford students, under the age of 21, should purchase all available insurance for car rentals.
- All Stanford travelers should accept additional car rental insurance in foreign countries and Hawaii.
- Use the first day of rental as the expense date.
View the Ground Transportation Policy for more information.
- Be sure to prepare an individual conference registration receipt file and a conference agenda file to upload directly to this line before submitting the expense report. For details, refer to Topic Overview: Other Business Expenses, Reimbursable Expenses section.
- If a student is presenting at a meeting or conference, a program noting the student's name is acceptable documentation. Refer to Topic Overview: Student Travel Expenses for more information.
- If an individual is reimbursed prior to the conference, the conference registration’s expense date would be the date the payment was actually made. If the conference registration is reimbursed as part of a reimbursement after travel is completed, the conference registration’s expense date would be the first day of travel.
- This Expense Type, Gift Card - Employee, should be used only for gift cards provided to Stanford University staff and faculty..
- Remarks are required including the occasion for the gift card and the name of the recipient for Gift Card - Employee. To be entered as a gift recipient, the person must be the payee or a Faculty, Staff or Student.
- It is recommended that separate transaction lines be entered for each gift card.
- Refer to Topic Overview: Categories of Purchases. Employee Gifts section for more information.
- Select Gift Card - Employee from Expense Type drop-down list
- Enter the occasion/reason for the gift card in the Remarks field (required)
If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:
1. Select Original Receipt Missing checkbox
2. Provide an explanation in Remarks field
- Select Details icon
- Select plus sign on table to add a recipient
- Select the Name from the drop-down list
- Enter Amount
- Select Return to List
- Select Next
- Used for tangible gifts for all recipients as well as gift cards for students/visitors.See Expense Type, Gift Card - Employee for staff/faculty gift cards
- Remarks (or gift descriptions) and the names of gift recipients are required for Gifts.
- Refer to Topic Overview: Categories of Purchases for more information.
- The Other Transportation expense type is for transportation expenses such as train, ferry, carpooling, and fuel for car or truck rental, etc. Transportation methods such as airfare, car rental or truck rental, taxi, limousine, should be entered under another appropriate Expense Types (Airfare, Airfare Ancillary Fee, Ground Transportation or Car Rental).
- Refer to Topic Overview: Ground Transportation for more information.
- Use Group Travel Meal expense type when a group of Stanford personnel share an ordinary and necessary travel meal.
- When alcohol is part of a group travel meal, use the Group Travel Meal with Alcohol expense types.
- For more information, refer to Topic Overview: Travel Meals.
- Use Group Travel Meal expense type when a group of Stanford personnel share an ordinary and necessary travel meal.
- When alcohol is part of a group travel meal, use the Group Travel Meal with Alcohol expense types.
- For more information, refer to Topic Overview: Travel Meals.
- Be sure to prepare an individual lodging receipt file to upload directly to this line before submitting the expense report.
- Refer to Topic Overview: Lodging for more information.
- For lodging, the expense date should always be the first day of travel.
- Use the Membership Dues expense type to report expenses related to joining or maintaining membership in a professional organization.
- If the expense includes memberships for multiple individuals, each individual must be entered as a separate line or names listed in the Remarks field.
- Refer to Topic Overview: Other Business Expenses, Dues and Subscription section for more information.
- If the expense is for baggage fees, change the expense type from Airline to Ancillary Airline Fee and refer to the Ancillary Airline Fee instructions.
- Be sure to prepare an individual airfare receipt file to upload directly to this line before submitting the expense report.
- Refer to Topic Overview: Airfare for details.
- For the airfare expense type, enter the last day of travel as the date of the expense.
- A Business Meal is defined as a meal at which faculty, staff, students and/or guests are present for the purpose of conducting university business. This applies to food brought into a meeting or a business meal that takes place at a restaurant.
- Each business meal event should be entered individually as its own expense line.
- Do not use the Business Meal expense type if alcohol was consumed with the meal. When alcohol is part of a Business Meal, use the Business Meal with Alcohol expense type.
- Any requests to exceed per-person meal expense guidelines must be pre-approved by the school or unit's dean's office. For more information, refer to Topic Overview: Business Meals.
- The Business Meal with Alcohol Expense Type is used when reporting expenses for a group meal where alcoholic beverages were consumed and during which business was conducted. This applies to food brought into a meeting or a business meal that takes place at a restaurant.
- Any Business Meal with Alcohol expense type must select an unallowable expenditure type at Allocation.
- Any requests to exceed per-person meal expense guidelines must be pre-approved by the school or unit's dean's office. Refer to Topic Overview: Business Meals for more information.
- Stanford faculty, staff, and students over the age of 25 should not elect additional car rental insurance within the continental United States. Stanford students between the ages of 21-25 may elect additional car rental insurance within the continental United States. Stanford students, under the age of 21, should purchase all available insurance for car rentals.
- All Stanford travelers should accept additional car rental insurance in foreign countries and Hawaii.
- Use the first day of rental as the expense date.
View the Topic Overview: Ground Transportation for more information.
- Be sure to prepare an individual conference registration receipt file and a conference agenda file to upload directly to this line before submitting the expense report. For details, refer to Topic Overview: Other Business Expenses, Reimbursable Expenses section.
- If a student is presenting at a meeting or conference, a program noting the student's name is acceptable documentation. Refer to Topic Overview: Student Travel Expenses for more information.
- If an individual is reimbursed prior to the conference, the conference registration’s expense date would be the date the payment was actually made. If the conference registration is reimbursed as part of a reimbursement after travel is completed, the conference registration’s expense date would be the first day of travel.
- Used for tangible gifts for all recipients as well as gift cards for students/visitors.See Expense Type, Gift Card - Employee for staff/faculty gift cards.
- Remarks (or gift descriptions) and the names of gift recipients are required for Gifts.
- Refer to Topic Overview: Categories of Purchases for more information.
- Select Gifts from Expense Type drop-down list
- Enter a description of the gift(s) in the Remarks field (required)
- Select Details icon
If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:
1. Select Original Receipt Missing checkbox
2. Provide an explanation in Remarks field
- Select plus sign on table to add a recipient
- Select Name from the drop-down list
- Enter Amount
- Repeat Steps e through h until all recipients of this same gift are added
- Select Return to List
- Select Next
- Use Group Travel Meal expense type when a group of Stanford personnel share an ordinary and necessary travel meal.
- When alcohol is part of a group travel meal, use the Group Travel Meal with Alcohol expense types.
- For more information, refer to Topic Overview: Travel Meals.
- Use Group Travel Meal with Alcohol expense type when a group of Stanford personnel share an ordinary and necessary travel meal that includes alcohol.
- Meals that include alcohol should be coded using unallowable expenditure types. Refer to Topic Overview: Purpose and Use of Expenditure Type Codes.
- Refer to Topic Overview: Travel Meals for more information.
- Use the Membership Dues expense type to report expenses related to joining or maintaining membership in a professional organization.
- If the expense includes memberships for multiple individuals, each individual must be entered as a separate line or names listed in the Remarks field.
- Refer to Topic Overview: Other Business Expenses, Dues and Subscription section for more information.
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- This Expense Type, Gift Card - Employee, should be used only for gift cards provided to Stanford University staff and faculty..
- Remarks are required including the occasion for the gift card and the name of the recipient for Gift Card - Employee. To be entered as a gift recipient, the person must be the payee or listed as a beneficiary (only option, Faculty, Staff or Student) named earlier in the transaction.
- It is recommended that separate transaction lines be entered for each gift card.
- Refer to Topic Overview: Categories of Purchases. Employee Gifts section for more information.
- Select Gift Card - Employee from Expense Type drop-down list
- Enter the occasion/reason for the gift card in the Remarks field (required)
- If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:
1. Select Original Receipt Missing checkbox
2. Provide an explanation in Remarks field
- If no receipt will be submitted with the expense report:
- Select Details icon
- Select plus sign on table to add a recipient
- Select the Name from the drop-down list
- Enter Amount
- Select Return to List
- Select Next
On the Transaction Lines screen, note the three available tabs:
- Transaction Lines – use this tab to report cash and personal credit card expenses
- Start with step d for each expense type if you are pasting expense lines from Excel. Refer to How To: Copy and Paste Expense Lines from Excel for instructions and downloadable Excel templates.
- Per Diem Expenses – use this tab to report Per Diem expense
- Mileage Expenses – use this tab to report Mileage expenses
Be sure you are on the tab appropriate for the expenses being reported.
Select expense types that apply to your expenses to see customized instructions:
- Click Mileage Expenses tab
- Enter Expense Date
- Select Courtesy Car from Expense Type drop-down list
- Determine distance in miles using Google Maps
- Enter Miles
- Click Calculate
- Click Next
Enter the PTA - Project, Task, Award using any combination of the options below:
- Enter Project, Task, Award information for each line
- Select Expenditure Type for each line A commonly used expenditure type may appear. If the field is blank, select from the drop-down list.
Check the box to the left to select one, multiple or all expense lines
Refer to How To: Set My Allocation Preferences for more information.
- Select one of the pre-set expense allocations from My Allocation dropdown list
- Select Apply
- Verify that the desired expenditure type has been applied to each expense line before submitting the transaction – correct as needed using the drop-down list
To update a PTA allocation and allocate to different PTAs for one, multiple or all expense lines
- Check the box to the left to select the expense line(s) to be allocated
- Select Update Allocation
- Select an Allocation Method
- Equal Split
- Amount Split
- Percentage Split
- Select the Add Row or plus sign on table to add a new row for each PTA for a split allocation
- Enter the Project, Task, Award information (PTAs)
- Enter Amount or Percentage of split for each PTA, if necessary
- Enter Allocation Reason to describe the reason for allocation to multiple PTAs (optional)
Add Allocation Set to My Allocations by checking the box (optional)
Add Allocation in My Allocation Preferences
Optionally, save this allocation in your My Allocation Preferences for use again.
1. Select Add Allocation Set to My Allocations checkbox
2. Enter the Allocation Name- Select Apply
- Select Expenditure Type for each line A commonly used expenditure type may appear. If the field is blank, select from the dropdown list.
If any Category, Expense Type or Expenditure Type designated as requiring beneficiary information is required, the information will be entered here. For further information, refer to Guidelines for Entering Expense Report Beneficiaries.
- Respond as needed, Are there additional beneficiaries other than the payee? Yes or No (May be hard coded to Yes)
- If you respond, Yes, you may see, Beneficiary information is not required. and you have completed the Beneficiary section.
OR - If you respond, Yes, a new field may appear requiring beneficiary information.
- Select plus sign on table to add a line
- Select Type (Faculty, Staff or Student, Visitor (found in Supplier Database) or Other
- Enter Name (if Faculty, Staff or Student or Visitor (found in Supplier Database), enter last name, first name and validate the selection. For Guests, enter name in free form field)
- Enter Amount (USD amount for which the individual was beneficiary)
- Repeat for each individual beneficiary
OR
- If you respond, No, you have completed the Beneficiary section.
- If you respond, Yes, you may see, Beneficiary information is not required. and you have completed the Beneficiary section.
Designate approver(s) on Allocations and Approvers screen using any combination of these options:
- Select Populate/Refresh to add default PTA approver(s) (Recommended)
Approvers that display when Populate/Refresh is selected will have the appropriate approval authority for the PTAs and amounts listed. If expense lines have been allocated to more than one PTA, there could be more than one approver showing in the approver routing list. - Enter the approver's sequence or send in parallel (enter 1, 2, 3 for sequence; assign all approver's "1" for in parallel routing)
- Enter Notes to each approver (if needed)
- Select Next when the Approver Routing List is complete
FYI Recipients do not "approve" the expense report.
If an approver has been deleted by mistake, select Populate/Refresh to return to original default approver.
- Select one of the pre-set approvers from My Approvers drop-down list
- Select Apply
- Enter the approver's sequence or send in parallel (enter 1, 2, 3 for sequence; assign all approver's "1" for in parallel routing)
- Enter Notes to each approver (if needed)
- Select add approver
- Enter the Approval Sequence number (enter 1, 2, 3 for sequence; assign all approver's “1” for in parallel routing, assign Pre-Approvers 1).
- Select the magnifying glass icon
- Enter the approver's name (Last name, First name)
- Select Go
- Select Quick Select icon next to the approver's name
- Select Approver, FYI or Pre-Approver from Approver/FYI drop-down list
- Enter Notes to each approver (if needed)
FYI Recipients and Pre-Approvers do not "approve" the expense report, but will receive notifications regarding the transaction.
If an approver has been deleted by mistake, select Populate/Refresh to return to original default approval list. There must be a "Yes" displaying in the default approver column for at least one approver per PTA.
The Advance step will appear in the workflow train if the payee has an advance waiting to be applied to an expense report. Apply advance funds or skip this step if the outstanding advance does not apply to this expense report.
- Select the flashlight next to the Advance Number field
- Select Go to view all available advances
- Select applicable advance from the list
- Enter the amount to be applied
- Select Next
- Enter An advance does not apply in Remarks field
- Select Next
All expense reports must include receipts and other supporting documentation. If an expense has been pre-approved, supporting documentation must be obtained from the Pre-Approver and attached to the expense line or to the transaction.
An attachment for Expense Requests, Easy Pay and PCard Transactions must be a legible copy of the entire receipt and clearly show:
- All text
- Receipt Date
- Location (when available)
- Vendor/Business Name
- Entire Receipt (Additional screenshots may be needed to include all of a lengthy receipt.
Use the Event/Reason to capture the reason and add pg. 1, pg. 2, etc. to clarify.)
You can upload an image directly to the transaction, add attachments via the eReceipts application or fax the document using a BarCode Cover Sheet.
Scan or use a smartphone to photograph required receipts and documents to be attached to the transaction into a file
Allowed file formats include: .heic, .jpg, .jpeg, .png, .gif, .pdf, .txt, .doc, .docx, .html, .rtf, .xml, .xls, .xlsx.
- Select green plus sign (if available)
- Select Browse to navigate to file
- Select file (or multiple files)
- Allowable special characters to use in file names, includes:
- parenthesis ()
- dash/hyphen –
- underscore _
- dollar sign $
- period .
- comma ,
- ampersand &
- apostrophe '
- plus sign +
- Allowable special characters to use in file names, includes:
- Select Open
- Select Upload file(s) File(s) will appear in View Attachments.
- Select Close
- Green plus sign changes to paper clip to indicate file(s) attached to that line
- Green plus sign changes to paper clip to indicate file(s) attached to that line
- Scan or use a smartphone to photograph required receipts and documents to be attached to the transaction into a file
Name each file with a unique name and save on the computer
Allowed file formats include, .heic, .jpg, .jpeg, .png, .gif, .pdf, .txt, .doc, .docx, .html, .rtf, .xml, .xls, .xlsx.
- Select Attach/View Receipts button to open the Attachments window
- Do Not select a line
- Select Browse to navigate to file
- Select file (or multiple files)
- Allowable special characters to use in file names, includes:
- parenthesis ()
- dash/hyphen –
- underscore _
- dollar sign $
- period .
- comma ,
- ampersand &
- apostrophe '
- plus sign +
- Allowable special characters to use in file names, includes:
- Select Open
- Select Upload file(s) File(s) will appear in View Attachments.
- Files attached to the transaction display N/A in the Expense Source and For Transaction Line(s) columns
Select Close to close the Attachments window
Reassign Attachments to a Line (if required)
i. Click Attach/View Receipts button to open the Attachments window
ii. Scroll down and select the Reassign icon for the attachment
iii. Select the Document Type
iv. Select the line to which the attachment is to be reassigned
v. Click Save
vi. Repeat for all uploaded attachments that must be reassigned to a line
- Select Attach/View Receipts on the Transaction Review screen
- Select Add eReceipts to view all eReceipts shared with you for that Category (PCard or TCard/Personal Funds)
- Select the correct receipt(s) associated with the transaction
- Click Add Receipt button at the bottom
- Select Attach/View Receipts on the Transaction Review screen
Select Bar Code Cover Page on the Attach/View Receipts window and print
Faxed receipts and documents must include the Barcode Cover Sheet to attach to the transaction. The fax number (650-721-3072) is on the Barcode Cover Sheet page.
- Close the Bar Code Cover Page window
- Send an individual fax for each line that requires an attachment
- Send a fax containing all other receipts and documents The Bar Code Cover Page should be the first page of the Fax so that it attaches to the correct transaction.
- Select Attach/View Receipts to open the Attachments window Faxes will display in the View Attachments section, attached at the transaction level.
Select Close to close the Attachments window
Reassign Attachments to a Line (if required)
i. Click Attach/View Receipts button to open the Attachments window
ii. Scroll down and select the Reassign icon for the attachment
iii. Select the Document Type
iv. Select the line to which the attachment is to be reassigned
v. Click Save
vi. Repeat for all uploaded attachments that must be reassigned to a line
- The expense report will be routed to the appropriate approver and if approved, it will then be sent to Business Expense for approval and payment.
- Business Expense may audit the transaction and if necessary, reject or return the transaction to the preparer. For more information, see How To Handle Rejected or Returned Transactions and Request for More Info.
- If there is a minor issue with a transaction, the auditor may approve the transaction and add a note about that issue. A notification email is sent to the preparer and the approver so both are aware of alterations/corrections that should be made on future transactions.
- Review guidance in the Approval Notes.
- Take appropriate action to revise your process for future transactions.
- Submit a support request with any questions.
- If there is a minor issue with a transaction, the auditor may approve the transaction and add a note about that issue. A notification email is sent to the preparer and the approver so both are aware of alterations/corrections that should be made on future transactions.
- Retain hard copy receipts until the receipts have been verified as uploaded successfully and confirmed payment processing is complete. Refer to Administrative Guide Policy 3.1.5: Retention of Financial Records.
For Relocation SU Payees
Before You Start
Learn about creating an SU Payee Expense Report, by taking the STARS Course, FIN-0500 Introduction to the Expense Requests System and view the screenshots in FIN-0500: Learning Supplements.
For details on using Expense Reports to manage Travel Card Expenses, review the STARS Course, FIN-0402: Expense Reports with Travel Card Transactions and/or view Expense Reports with Travel Card Transactions - Learning Supplements.
- Enter ofweb.stanford.edu in the browser
- Select Login
- As prompted, log in using SUNet ID and password
- Select SU Expense Requests
- Select SU Payee under Expense Report in the Create New Transaction column
- Select Relocation from the Category drop-down list
Enter the Payee's name (Last name, First name)
1. If a Stanford Travel Card (TCard) was used, the TCard verifier must be the preparer for the expense report.
2. The person being relocated, if already an employee, must be entered as the payee. If not yet an employee, he or she should be entered as Beneficiary of the TCard expenses.
3. If reimbursing a payee who is not yet an SU employee for out-of-pocket expenses, create a Non-SU Payee Expense Report. Refer to How To: Create Domestic / Foreign Expense Report for Non-SU Payee.- Select Yes or No in the Rush Processing drop-down menu
Select preferred Payment Method from the drop-down if both electronic and check options are available for a payee (as for some DAPER staff)
Will Call Check
Will Call check delivery option is handled via Rush Processing.
1. Select Yes in the Rush Processing field
2. Select the Will Call location where the check will be picked up (A $35 processing fee will apply)
3. On the Allocations and Approvers page, supply a PTA to which the $35 processing fee will be charged. Some PTAs are restricted (sponsored projects) and will not allow a processing fee to be charged to them (awards that begin with P, Q, R, S, R, U, V or W). Check with the PTA approver or the department financial analyst before requesting a rush processing fee.
4. Select a Check Delivery Option (available when the payment method is Check)
3. On the Allocations and Approvers page, supply a PTA to which the $35 processing fee will be charged. Some PTAs are restricted (sponsored projects) and will not allow a processing fee to be charged to them (awards that begin with P, Q, R, S, R, U, V or W). Check with the PTA approver or the department financial analyst before requesting a rush processing fee.
4. Select a Check Delivery Option (available when the payment method is Check)- The payment method is auto-filled based upon what the Stanford payee has setup (electronic or check) with Payroll.
- The payment method is auto-filled based upon what the Stanford payee has setup (electronic or check) with Payroll.
- Enter Business Purpose
- Review Guidelines for Writing a Clear Business Purpose to ensure the business purpose meets requirements.
- Select Event Name (optional for domestic expense reports) from the drop-down menu or, If a new event is needed, select Create New Event (refer to How To: Create New Event for details). To display the selected event details below the Event Name field, select Show Event.
Complete Student Certification for Authorized Expense information when the section is displayed for a Stanford student payee:
Complete Student Certification for Authorized Expense Information
1. Check as many certification criteria boxes as apply.
2. If the Other box was selected, enter the detailed reason in the Reason for Other field.
3. Enter the Faculty or Approver name that authorized these expenses.
Any student travel-related expenses that do not meet the above certification criteria should be submitted through either Graduate Financial Support (GFS) for graduate students and postdocs or through the Financial Aid Office for undergraduate students.- Under Relocation Information section, enter the Origin Location and Destination Location
- Select Next
All expenses for a trip or that pertain to a single business purpose should be included in one expense report.
- Select all Stanford Travel Card transactions that should be applied to the Expense Report (including fully and partially personal charges) TCard transactions can be sorted to help locate desired transaction(s). Select the column headers to sort by Preparer Notes, Transaction Date, Days, Merchant Name or Location Note.
Once TCard transaction lines are selected, select Save before sorting the table differently if other transaction lines need to be sorted in order to be selected. - Select Next or Previous to view additional transactions if necessary
- Select Next
- Identify any fully personal transactions (when applicable):
- Select the checkbox for each fully personal transaction
- Select Categorize as Personal button
- The fully personal transactions will be listed as personal expenses.
- Select expense types that apply to these expenses for customized instructions:
- The Ground Transportation expense type is for transportation expenses such as taxi, limousine, Uber, and car service, etc. Use other transportation expense types for airfare, car rental or truck rental, fuel for car or truck rental.
- Refer to Topic Overview: Ground Transportation for more information.
- Select Ground Transportation from Expense Type drop-down list
- Optionally, enter a description of transportation in the Remarks field
- If no receipt will be submitted with the expense report:
Missing Original Receipt
- Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:
- 1. Select Details icon
- 2. Select Original Receipt Missing checkbox
- 3. Provide an explanation in Remarks field
- 4. Select Return to List
- If the expense included other business or personal expenses, itemize expenses:
Itemize Expenses or Itemize a Partially Personal TCard Charge
1. Select Details
2. Select Itemize
3. Change the Itemized Receipt Amount field to the dollar amount of the business portion of the expense
4. Enter description in the Remarks
5. Select Add Another Row and repeat the process to itemize other business portions of the expense
6. Select Return to List Any remaining amount not put on an itemized line will show as Personal Expenses.
Demo: How to Itemize a Partially Personal TCard Charge
- Select Next
- Be sure to prepare an individual lodging receipt file to upload directly to this line before submitting the expense report.
- Refer to Policy: Lodging for more information.
- For lodging, the expense date should always be the first day of travel.
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- The Other Transportation expense type is for transportation expenses such as train, ferry, carpooling, and fuel for car or truck rental, etc. Transportation methods such as airfare, car rental or truck rental, taxi, limousine, should be entered under another appropriate Expense Types (Airfare, Airfare Ancillary Fee, Ground Transportation or Car Rental).
- Refer to Topic Overview: Ground Transportation for more information.
- The Parking Fees Expense Type is used when a Stanford employee travels for business and has expenses for parking. This does not include regular, employee, commute costs for parking at Stanford which are not reimbursable.
- If the expense is for baggage fees, change the expense type from Airline to Ancillary Airline Fee and refer to the Ancillary Airline Fee instructions.
- Be sure to prepare an individual airfare receipt file to upload directly to this line before submitting the expense report.
- Refer to Topic Overview: Airfare for details.
- For the airfare expense type, enter the last day of travel as the date of the expense.
Be sure to prepare an individual airfare receipt file to upload directly to this line before submitting the expense report. The expense date and expense type will auto-fill for Travel Card airline expenses. Airfare requires specific entries in Details:
- Enter Date of expense
- Enter receipt amount in Line Amount field
- Select Airfare from the Expense Type drop-down list
- Select the Details icon to open a new page.
- If no receipt is provided, please contact the airline for duplicate. Airfare receipts are always required at the line item level
- Select Affiliation (defaults to Stanford Traveler or select Visitor)
- Select Traveler’s Name
- Enter the Airfare Ticket Number for reporting purposes in OBI reporting.
- If the Stanford traveler has an active Airfare Ticket Number in Egencia, the optional Ticket Number field will activate as a drop down
- Select the search tool on that line
- Enter all or part of the Egencia information (use one of the 11 search options) and select Go or leave the field blank and select Go
- If more than one flight is shown, select the flight information for the airfare expense being reimbursed.
- If the Stanford traveler has an active Airfare Ticket Number in Egencia, the optional Ticket Number field will activate as a drop down
- Additional Information regarding Airfare Ticket Numbers
- Only Stanford Payee travelers will generate a list of Egencia Ticket Numbers.
- Selecting an Egencia Ticket Number from the drop down choices will auto fill fields in Additional Information.
- The Selected Ticket Amount will not override the Reimbursable Amount you entered for the transaction line.
- Any Airfare Ticket Numbers may be manually entered for reporting purposes in OBI reporting.
- If Egencia Ticket Numbers result in charges to the Travel Card, they should be referenced and cleared as usual.
- If Egencia Ticket Numbers DO NOT result in charges to an individual’s personal credit card, they do not need to be cleared or entered into the Expense Report. These ticket numbers will be cleared periodically from Expense Requests.
- Select the Travel Booking Method
- Select the Airline
- Select the Class of Ticket
Business and First Class require an explanation in Remarks
When the Airfare Class of Ticket is Business or First, the expense must be allocated to an unrestricted award and an unallowable expenditure type for the upgrade fee. In the event documentation of a Coach fare was unavailable, allocate one-third of the cost to an allowable expenditure type and the remaining two thirds to unallowable. For the university policy on international business class travel, refer to Fly America Act and Open Skies Exceptions.
- Enter the Departure and Destination Airport codes
- Respond if the flight was round trip or one way (default is Roundtrip)
- If the airline expense is for a multi-leg trip, refer to the instructions below:
Itemize a Multi-leg Trip
A multi-leg trip is defined as a trip in which an overnight stay was required en route to the final destination. The total airfare amount should be listed as the first itemized expense line (e.g., Line 1-1) in the Itemized Business Expenses section, the rest of the lines should be 0.00 for the Itemized Receipt Amount. Note the departure and destination of each leg in the Itemized Remarks field.
i. Select Itemize
ii. Select Add Another Row
iii. Select Airfare from the Expense Type drop-down list
iv. Expense Date defaults to original entry
v. Enter portion of expense amount being itemized
vi. Select the Traveler’s Name
vii. Enter the Airfare Ticket Number for reference purposes in OBI reporting (Optional)
viii. Select the Travel Booking Method
ix. Select the Airline
x. Select the Class of Ticket
xi. Enter Departure and Destination Airport codes of the first leg
Repeat Steps 2 through 7 until all legs are listed
- If the airline expense contains another expense that needs to be itemized (such as Ancillary Airline Fee), refer to the instructions below:
- Select Itemize
- Change the Itemized Receipt Amount field to the dollar amount of the business portion of the expense
- Enter description in the Remarks
- Select Add Another Row and repeat the process to itemize other business portions of the expense
- Any remaining amount not put on an itemized line will show as Personal Expenses.
Demo: How to Itemize a Partially Personal TCard Charge
- Select Return to List
- Select Next
- Stanford faculty, staff, and students over the age of 25 should not elect additional car rental insurance within the continental United States.
- All Stanford travelers should accept additional car rental insurance in foreign countries and Hawaii.
- Refer to Administrative Guide Policy 2.1.19: Relocation of Faculty and Staff for details. View the Topic Overview: Ground Transportation for more information.
- Use the first day of rental as the expense date.
On the Transaction Lines screen, note the two available tabs:
- Transaction Lines – use this tab to report cash and personal credit card expenses
- Start with step d for each expense type if you are pasting expense lines from Excel. Refer to How To: Copy and Paste Expense Lines from Excel for instructions and downloadable Excel templates.
- Mileage Expenses – use this tab to report Mileage expenses
Be sure you are on the tab appropriate for the expenses being reported.
Select expense types that apply to your expenses to see customized instructions:
- The Ground Transportation expense type is for transportation expenses such as taxi, limousine, Uber, and car service, etc. Use other transportation expense types for airfare, car rental or truck rental, fuel for car or truck rental.
- Refer to Topic Overview: Ground Transportation for more information.
- Select Ground Transportation from Expense Type drop-down list
- Optionally, enter a description of transportation in the Remarks field
- If no receipt will be submitted with the expense report:
Missing Original Receipt
- Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:
- 1. Select Details icon
- 2. Select Original Receipt Missing checkbox
- 3. Provide an explanation in Remarks field
- 4. Select Return to List
- If the expense included other business or personal expenses, itemize expenses:
Itemize Expenses or Itemize a Partially Personal Charge
1. Select Details
2. Select Itemize
3. Change the Itemized Receipt Amount field to the dollar amount of the business portion of the expense
4. Enter description in the Remarks
5. Select Add Another Row and repeat the process to itemize other business portions of the expense
6. Select Return to List Any remaining amount not put on an itemized line will show as Personal Expenses.
- Select Next
- Be sure to prepare an individual lodging receipt file to upload directly to this line before submitting the expense report.
- See Administrative Guide Policy 2.1.19: Relocation of Faculty and Staff.
- For lodging, the expense date should always be the first day of travel.
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- The Parking Fees Expense Type is used when a Stanford employee travels for business and has expenses for parking. This does not include regular, employee, commute costs for parking at Stanford which are not reimbursable.
- If the expense is for baggage fees, change the expense type from Airline to Ancillary Airline Fee and refer to the Ancillary Airline Fee instructions.
- Be sure to prepare an individual airfare receipt file to upload directly to this line before submitting the expense report.
- Refer to Topic Overview: Airfare for details.
- For the airfare expense type, enter the last day of travel as the date of the expense.
Be sure to prepare an individual airfare receipt file to upload directly to this line before submitting the expense report. The expense date and expense type will auto-fill for Travel Card airline expenses. Airfare requires specific entries in Details:
- Enter Date of expense
- Enter receipt amount in Line Amount field
- Select Airfare from the Expense Type drop-down list
- Select the Details icon to open a new page.
- If no receipt is provided, please contact the airline for duplicate. Airfare receipts are always required at the line item level
- Select Affiliation (defaults to Stanford Traveler or select Visitor)
- Select Traveler’s Name
- Enter the Airfare Ticket Number for reporting purposes in OBI reporting.
- If the Stanford traveler has an active Airfare Ticket Number in Egencia, the optional Ticket Number field will activate as a drop down
- Select the search tool on that line
- Enter all or part of the Egencia information (use one of the 11 search options) and select Go or leave the field blank and select Go
- If more than one flight is shown, select the flight information for the airfare expense being reimbursed.
- If the Stanford traveler has an active Airfare Ticket Number in Egencia, the optional Ticket Number field will activate as a drop down
- Additional Information regarding Airfare Ticket Numbers
- Only Stanford Payee travelers will generate a list of Egencia Ticket Numbers.
- Selecting an Egencia Ticket Number from the drop down choices will auto fill fields in Additional Information.
- The Selected Ticket Amount will not override the Reimbursable Amount you entered for the transaction line.
- Any Airfare Ticket Numbers may be manually entered for reporting purposes in OBI reporting.
- If Egencia Ticket Numbers result in charges to the Travel Card, they should be referenced and cleared as usual.
- If Egencia Ticket Numbers DO NOT result in charges to an individual’s personal credit card, they do not need to be cleared or entered into the Expense Report. These ticket numbers will be cleared periodically from Expense Requests.
- Select the Travel Booking Method
- Select the Airline
- Select the Class of Ticket
Business and First Class require an explanation in Remarks
When the Airfare Class of Ticket is Business or First, the expense must be allocated to an unrestricted award and an unallowable expenditure type for the upgrade fee. In the event documentation of a Coach fare was unavailable, allocate one-third of the cost to an allowable expenditure type and the remaining two thirds to unallowable. For the university policy on international business class travel, refer to Fly America Act and Open Skies Exceptions.
- Enter the Departure and Destination Airport codes
- Respond if the flight was round trip or one way (default is Roundtrip)
- If the airline expense is for a multi-leg trip, refer to the instructions below:
Itemize a Multi-leg Trip
A multi-leg trip is defined as a trip in which an overnight stay was required en route to the final destination. The total airfare amount should be listed as the first itemized expense line (e.g., Line 1-1) in the Itemized Business Expenses section, the rest of the lines should be 0.00 for the Itemized Receipt Amount. Note the departure and destination of each leg in the Itemized Remarks field.
i. Select Itemize
ii. Select Add Another Row
iii. Select Airfare from the Expense Type drop-down list
iv. Expense Date defaults to original entry
v. Enter portion of expense amount being itemized
vi. Select the Traveler’s Name
vii. Enter the Airfare Ticket Number for reference purposes in OBI reporting (Optional)
viii. Select the Travel Booking Method
ix. Select the Airline
x. Select the Class of Ticket
xi. Enter Departure and Destination Airport codes of the first leg
Repeat Steps 2 through 7 until all legs are listed
- If the airline expense contains another expense that needs to be itemized (such as Ancillary Airline Fee), refer to the instructions below:
- Select Itemize
- Change the Itemized Receipt Amount field to the dollar amount of the business portion of the expense
- Enter description in the Remarks
- Select Add Another Row and repeat the process to itemize other business portions of the expense
- Any remaining amount not put on an itemized line will show as Personal Expenses.
Demo: How to Itemize a Partially Personal TCard Charge
- Select Return to List
- Select Next
- Stanford faculty, staff, and students over the age of 25 should not elect additional car rental insurance within the continental United States.
- All Stanford travelers should accept additional car rental insurance in foreign countries and Hawaii.
- Refer to Administrative Guide Policy 2.1.19: Relocation of Faculty and Staff for details.
- Use the first day of rental as the expense date.
Enter the PTA - Project, Task, Award using any combination of the options below:
- Enter Project, Task, Award information for each line
- Select Expenditure Type for each line A commonly used expenditure type may appear. If the field is blank, select from the drop-down list.
Check the box to the left to select one, multiple or all expense lines
Refer to How To: Set My Allocation Preferences for more information.
- Select one of the pre-set expense allocations from My Allocation dropdown list
- Select Apply
- Verify that the desired expenditure type has been applied to each expense line before submitting the transaction – correct as needed using the drop-down list
To update a PTA allocation and allocate to different PTAs for one, multiple or all expense lines
- Check the box to the left to select the expense line(s) to be allocated
- Select Update Allocation
- Select an Allocation Method
- Equal Split
- Amount Split
- Percentage Split
- Select the Add Row or plus sign on table to add a new row for each PTA for a split allocation
- Enter the Project, Task, Award information (PTAs)
- Enter Amount or Percentage of split for each PTA, if necessary
- Enter Allocation Reason to describe the reason for allocation to multiple PTAs (optional)
Add Allocation Set to My Allocations by checking the box (optional)
Add Allocation in My Allocation Preferences
Optionally, save this allocation in your My Allocation Preferences for use again.
1. Select Add Allocation Set to My Allocations checkbox
2. Enter the Allocation Name- Select Apply
- Select Expenditure Type for each line A commonly used expenditure type may appear. If the field is blank, select from the dropdown list.
If any Category, Expense Type or Expenditure Type designated as requiring beneficiary information is required, the information will be entered here. For further information, refer to Guidelines for Entering Expense Report Beneficiaries.
- Respond as needed, Are there additional beneficiaries other than the payee? Yes or No (May be hard coded to Yes)
- If you respond, Yes, you may see, Beneficiary information is not required. and you have completed the Beneficiary section.
OR - If you respond, Yes, a new field may appear requiring beneficiary information.
- Select plus sign on table to add a line
- Select Type (Faculty, Staff or Student, Visitor (found in Supplier Database) or Other
- Enter Name (if Faculty, Staff or Student or Visitor (found in Supplier Database), enter last name, first name and validate the selection. For Guests, enter name in free form field)
- Enter Amount (USD amount for which the individual was beneficiary)
- Repeat for each individual beneficiary
OR
- If you respond, No, you have completed the Beneficiary section.
- If you respond, Yes, you may see, Beneficiary information is not required. and you have completed the Beneficiary section.
Designate approver(s) on Allocations and Approvers screen using any combination of these options:
- Select Populate/Refresh to add default PTA approver(s) (Recommended)
Approvers that display when Populate/Refresh is selected will have the appropriate approval authority for the PTAs and amounts listed. If expense lines have been allocated to more than one PTA, there could be more than one approver showing in the approver routing list. - Enter the approver's sequence or send in parallel (enter 1, 2, 3 for sequence; assign all approver's "1" for in parallel routing)
- Enter Notes to each approver (if needed)
- Select Next when the Approver Routing List is complete
FYI Recipients do not "approve" the expense report.
If an approver has been deleted by mistake, select Populate/Refresh to return to original default approver.
- Select one of the pre-set approvers from My Approvers drop-down list
- Select Apply
- Enter the approver's sequence or send in parallel (enter 1, 2, 3 for sequence; assign all approver's "1" for in parallel routing)
- Enter Notes to each approver (if needed)
- Select add approver
- Enter the Approval Sequence number (enter 1, 2, 3 for sequence; assign all approver's “1” for in parallel routing, assign Pre-Approvers 1).
- Select the magnifying glass icon
- Enter the approver's name (Last name, First name)
- Select Go
- Select Quick Select icon next to the approver's name
- Select Approver, FYI or Pre-Approver from Approver/FYI drop-down list
- Enter Notes to each approver (if needed)
FYI Recipients and Pre-Approvers do not "approve" the expense report, but will receive notifications regarding the transaction.
If an approver has been deleted by mistake, select Populate/Refresh to return to original default approval list. There must be a "Yes" displaying in the default approver column for at least one approver per PTA.
The Advance step will appear in the workflow train if the payee has an advance waiting to be applied to an expense report. Apply advance funds or skip this step if the outstanding advance does not apply to this expense report.
- Select the flashlight next to the Advance Number field
- Select Go to view all available advances
- Select applicable advance from the list
- Enter the amount to be applied
- Select Next
- Enter An advance does not apply in Remarks field
- Select Next
All expense reports must include receipts and other supporting documentation. If an expense has been pre-approved, supporting documentation must be obtained from the Pre-Approver and attached to the expense line or to the transaction.
An attachment for Expense Requests, Easy Pay and PCard Transactions must be a legible copy of the entire receipt and clearly show:
- All text
- Receipt Date
- Location (when available)
- Vendor/Business Name
- Entire Receipt (Additional screenshots may be needed to include all of a lengthy receipt.
Use the Event/Reason to capture the reason and add pg. 1, pg. 2, etc. to clarify.)
You can upload an image directly to the transaction, add attachments via the eReceipts application or fax the document using a BarCode Cover Sheet.
Scan or use a smartphone to photograph required receipts and documents to be attached to the transaction into a file
Allowed file formats include: .heic, .jpg, .jpeg, .png, .gif, .pdf, .txt, .doc, .docx, .html, .rtf, .xml, .xls, .xlsx.
- Select green plus sign (if available)
- Select Browse to navigate to file
- Select file (or multiple files)
- Allowable special characters to use in file names, includes:
- parenthesis ()
- dash/hyphen –
- underscore _
- dollar sign $
- period .
- comma ,
- ampersand &
- apostrophe '
- plus sign +
- Allowable special characters to use in file names, includes:
- Select Open
- Select Upload file(s) File(s) will appear in View Attachments.
- Select Close
- Green plus sign changes to paper clip to indicate file(s) attached to that line
- Green plus sign changes to paper clip to indicate file(s) attached to that line
- Scan or use a smartphone to photograph required receipts and documents to be attached to the transaction into a file
Name each file with a unique name and save on the computer
Allowed file formats include, .heic, .jpg, .jpeg, .png, .gif, .pdf, .txt, .doc, .docx, .html, .rtf, .xml, .xls, .xlsx.
- Select Attach/View Receipts button to open the Attachments window
- Do Not select a line
- Select Browse to navigate to file
- Select file (or multiple files)
- Allowable special characters to use in file names, includes:
- parenthesis ()
- dash/hyphen –
- underscore _
- dollar sign $
- period .
- comma ,
- ampersand &
- apostrophe '
- plus sign +
- Allowable special characters to use in file names, includes:
- Select Open
- Select Upload file(s) File(s) will appear in View Attachments.
- Files attached to the transaction display N/A in the Expense Source and For Transaction Line(s) columns
Select Close to close the Attachments window
Reassign Attachments to a Line (if required)
i. Click Attach/View Receipts button to open the Attachments window
ii. Scroll down and select the Reassign icon for the attachment
iii. Select the Document Type
iv. Select the line to which the attachment is to be reassigned
v. Click Save
vi. Repeat for all uploaded attachments that must be reassigned to a line
- Select Attach/View Receipts on the Transaction Review screen
- Select Add eReceipts to view all eReceipts shared with you for that Category (PCard or TCard/Personal Funds)
- Select the correct receipt(s) associated with the transaction
- Click Add Receipt button at the bottom
- Select Attach/View Receipts on the Transaction Review screen
Select Bar Code Cover Page on the Attach/View Receipts window and print
Faxed receipts and documents must include the Barcode Cover Sheet to attach to the transaction. The fax number (650-721-3072) is on the Barcode Cover Sheet page.
- Close the Bar Code Cover Page window
- Send an individual fax for each line that requires an attachment
- Send a fax containing all other receipts and documents The Bar Code Cover Page should be the first page of the Fax so that it attaches to the correct transaction.
- Select Attach/View Receipts to open the Attachments window Faxes will display in the View Attachments section, attached at the transaction level.
Select Close to close the Attachments window
Reassign Attachments to a Line (if required)
i. Click Attach/View Receipts button to open the Attachments window
ii. Scroll down and select the Reassign icon for the attachment
iii. Select the Document Type
iv. Select the line to which the attachment is to be reassigned
v. Click Save
vi. Repeat for all uploaded attachments that must be reassigned to a line
- Review the transaction carefully for completeness, accuracy and policy compliance.
- Refer to the tabs marked Expense Lines, Expense Allocations, Approvers and Approval Notes for additional information.
- Attach all receipts and backup documentation (Received of Petty Cash Form if required) by selecting Attach View Receipts or the Attach icon for a specific expense line
- Select Submit to submit the transaction once all receipts and backup documents have been attached
- The expense report will be routed to the appropriate approver and if approved, it will then be sent to Business Expense for approval and payment.
- Business Expense may audit the transaction and if necessary, reject or return the transaction to the preparer. For more information, see How To Handle Rejected or Returned Transactions and Request for More Info.
- If there is a minor issue with a transaction, the auditor may approve the transaction and add a note about that issue. A notification email is sent to the preparer and the approver so both are aware of alterations/corrections that should be made on future transactions.
- Review guidance in the Approval Notes.
- Take appropriate action to revise your process for future transactions.
- Submit a support request with any questions.
- If there is a minor issue with a transaction, the auditor may approve the transaction and add a note about that issue. A notification email is sent to the preparer and the approver so both are aware of alterations/corrections that should be made on future transactions.
- Retain hard copy receipts until the receipts have been verified as uploaded successfully and confirmed payment processing is complete. Refer to Administrative Guide Policy 3.1.5: Retention of Financial Records.
