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. 

  • All expenses for a trip or that pertain to a single business purpose should be included in one expense report.
  • Collect all receipts for a trip or that pertain to one business purpose, organize them by TCard or Cash and by expense type, then scan and save them by individual expense type on the computer desktop. Upload the files as soon as the expense report is ready to submit. Faxing receipts and supporting documents is available, if necessary.
    • Create individual files for all airfare, conference registration and lodging receipts, as these will need to be attached individually to the corresponding line in the expense report.
    • All other receipts and supporting documents can be scanned into a single file, if desired.
  • If an expense has been pre-approved, obtain supporting documentation from the Pre-Approver (which must be attached to the transaction), and add the Pre-Approver to the Approver Routing List.
  1. Enter ofweb.stanford.edu in the browser
  2. Click Login
  3. As prompted, log in using SUNet ID and password
  1. Select SU Expense Requests
  1. Select SU Payee under Expense Report in the Create New Transaction column
  2. Select Expenses (Domestic U.S.) from the Category drop-down list
  1. 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.
  2. Select Yes or No in the Rush Processing drop-down menu
  3. 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)

  4. 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.
  5. 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.
  6. 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.

  7. Provide beneficiary names and information, as appropriate
    • A student must be entered as Employee.
    • Beneficiary of Gift and STAP expenses are not entered here, but will be entered later in the process with the expense line.

    Enter Beneficiary Information

    1. Select plus sign on table to add a line
    2. Select Type (Employee or Non-Employee)
    3. Enter Name (if employee, enter last name, first name and make the selection)
    4. Select Non-Resident Alien (Yes or No)
    5. Enter Amount (USD amount for which the individual was beneficiary)
    6. Repeat for each individual beneficiary

  8. Select Next

All expenses for a trip or that pertain to a single business purpose should be included in one expense report.

  1. 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.
  2. Select Next or Previous to view additional transactions if necessary
  3. Select Next
  1. Identify any fully personal transactions (when applicable):
    1. Select the checkbox for each fully personal transaction
    2. Select Categorize as Personal button
      • The fully personal transactions will be listed as personal expenses.
  2. Select expense types that apply to these expenses for customized instructions:
Adjusted Per Diem
  • Adjusted Per Diem is used to enter less than the standard Per Diem found in the Per Diem Tab. Adjusted Per Diem may be used for department mandated lower amount Per Diem or to calculate the reduced Per Diem for stays over 30 days.
  • The expense report Preparer must calculate the reduced rates for stays over 30 days (0.55 x listed rate) and enter the adjusted amount in the Expense Requests system via the Adjusted Per Diem expense type in transaction lines. The system will not calculate the reduced rate if over 30 days.
  • If both meals and lodging are being paid adjusted per diem, the adjusted amount should be entered on a single line with information in the Remarks field regarding how the calculations were made.

  1. Select Adjusted Per Diem from Expense Type drop-down list
  2. Enter the hotel/lodging and whether the amount includes meals in the Remarks field
  3. Select Next
Airfare
  • 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.

The expense date and expense type will auto-fill for TCard airline expenses. Airfare requires specific entries in Details:

  1. Select the Details icon
  2. If no receipt is provided, please contact the airline for duplicate Airfare receipts are always required at the line item level.
  3. Select the Class of Ticket, if not pre-populated Business and first class require an explanation in Remarks.

    When 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.
  4. Enter the Departure and Destination Airport codes
  5. Indicate if the flight was round trip or one way
  6. Select the Travel Booking Method
  7. Select the Airline
  8. 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.

    1. Select Itemize
    2. Select Add Another Row
    3. Select Airfare from the Expense Type drop-down list
    4. Select the Class of Ticket
    5. Enter Departure and Destination Airport codesof the first leg
    6. Select the Travel Booking Method
    7. Select the Airline
    8. Repeat Steps 2 through 7 until all legs are listed
  9. If the airline expense contains another expense that needs to be itemized, refer to the instructions below:

    Itemize Expenses or Itemize a Partially Personal TCard Charge

    1. Select Itemize
    2. Change the Itemized Receipt Amount field to the dollar amount of the business portion of the expense
    3. Enter description in the Remarks
    4. 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

  10. Select Return to List
  11. Select Next
Ancillary Airline Fee

The Ancillary Airline Fee is to be selected for charges that come in as Airfare, but are actually for some other fee charged by the airline, for example:

  • Upgrade from Coach to Economy Plus
  • Checked baggage
  • Reserved seat
  • Inflight meals
  • Wi-Fi
  • Curb-side check-in
  • Early boarding

  1. Select Ancillary Airline Fee from Expense Type drop-down list If the charge came in as Airfare, change the expense type to Ancillary Airline Fee.
  2. Enter a description of the fee in the Remarks field
  3. 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
  4. Select Next
Business Meal
  • 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 Policy: Business Meals.

  1. Select Business Meal from Expense Type drop-down list
  2. Select Details icon
  3. Enter the full business purpose (who, what, when, where and why) for the meal in the Remarks field, including the attendee names and Stanford Affiliation (employee or student) For groups of 10 or less, list attendees in Remarks. For 11 or more, attach an attendee list.
  4. 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

  5. Enter the Number of Attendees at the meal in the Additional Information section
  6. Select the Meal Type in the drop-down
    • Breakfast
    • Lunch
    • Dinner
  7. Enter the Meal Category (optional)

    Meal Category Definition
    Donor Event An event with the specific purpose of discussing existing and future gifts with a current or prospective donor.
    Employee Morale An event with the specific purpose of gathering colleagues together for team building activities.
    Faculty Recruit A meal with a potential faculty member where employment with the university is discussed.
    Invited Speaker A meal with an invited speaker, hosted by their campus sponsor, and may include six or more attendees.
  8. If the expense includes other business or personal expenses, itemize expenses:

    Itemize Expenses or Itemize a Partially Personal TCard Charge

    1. Select Itemize
    2. Change the Itemized Receipt Amount field to the dollar amount of the business portion of the expense
    3. Enter description in the Remarks
    4. 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

  9. Select Return to List
  10. Select Next
Business Meal with Alcohol
  • 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 Policy: Business Meals for more information.

  1. Select Business Meal with Alcohol from Expense Type drop-down list
  2. Select Details icon
  3. Enter the full business purpose (who, what, when, where and why) for the meal in the Remarks field, including the attendee names and Stanford Affiliation (employee or student). For groups of 10 or less, list attendees in Remarks. For 11 or more, attach an attendee list.
  4. 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

  5. Enter the Number of Attendees at the meal in the Additional Information section
  6. Select the Meal Type in the drop-down
    • Breakfast
    • Lunch
    • Dinner
  7. Enter the Meal Category (optional)

    Meal Category Definition
    Donor Event An event with the specific purpose of discussing existing and future gifts with a current or prospective donor.
    Employee Morale An event with the specific purpose of gathering colleagues together for team building activities.
    Faculty Recruit A meal with a potential faculty member where employment with the university is discussed.
    Invited Speaker A meal with an invited speaker, hosted by their campus sponsor, and may include six or more attendees.
  8. If the expense includes other business or personal expenses, itemize expenses:

    Itemize Expenses or Itemize a Partially Personal TCard Charge

    1. Select Itemize
    2. Change the Itemized Receipt Amount field to the dollar amount of the business portion of the expense
    3. Enter description in the Remarks
    4. 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

  9. Select Return to List
  10. Select Next
Car Rental
  • Car Rental may require a special entry in Details if additional insurance is purchased with the rental.
  • Car rental insurance is not reimbursable for U.S. trips (except for Hawaii) for Stanford personnel. If purchased by the traveler, the insurance charge will be treated as a personal expense, and should be itemized as a personal expense in the expense report.

The expense date and expense type will auto-fill for TCard car rental expenses. Car rental requires specific entries in Details:

  1. Select Details icon
  2. Select Itemize
  3. Enter Number of Days for the length of the rental period in the Itemized Business Expenses sectionBased on a 24-hour day, round to the nearest whole day count.
  4. 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

  5. Itemize car rental insurance if purchased:

    Itemize Expenses or Itemize a Partially Personal TCard Charge

    1. Select Itemize
    2. Change the Itemized Receipt Amount field to the dollar amount of the business portion of the expense
    3. Enter description in the Remarks
    4. 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

  6. Select Return to list
  7. Select Next
Conference Registration
  • 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 Policy: Student Travel for more information.

  1. Select Conference Registration from Expense Type drop-down list
  2. Enter all conference attendees and the amount of the payment applicable to each in Remarks field If no receipt is provided, please contact the conference facilitator for duplicate copy. Conference Registration receipts are always required.
  3. 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

  4. Select Next
Employee Morale
  • 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.

  1. Select Employee Morale from Expense Type drop-down list
  2. Enter the name(s) of the employees or department benefitting from the expense in the Remarks field
  3. 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

    1. Select Details
    2. Select Itemize
    3. Adjust the Itemized Receipt Amount to the amount of the alcohol gift
    4. Enter description in the Remarks
    5. Select Add Another Row
    6. Adjust the Itemized Receipt Amount to the amount of the non-alcohol items
    7. 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.

  4. 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
  5. Select Next

 

Gifts

  1. Select Gifts from Expense Type drop-down list
  2. Enter a description of the gift(s) in the Remarks field (required)
  3. Select Details icon
  4. 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

  5. Select plus sign on table to add a recipient
  6. Select Employee or Non-Employee from the Type drop-down list
  7. Enter the recipient's name (Last name, First name)
  8. Enter amount
  9. Repeat Steps e through h until all recipients are added
  10. Select Return to List
  11. Select Next

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Group Travel Meal
  • 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 Policy: Travel Meals.

  1. Select Group Travel Meal from Expense Type drop-down list
  2. Select Details icon
  3. Enter remarks with details about the mealIf less than 5 attendees, enter names in Remarks. If more, attach a list to backup.
  4. 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

  5. Enter the Number of Attendees under Additional Information
  6. Select Meal Type from the drop-down
    • Breakfast
    • Lunch
    • Dinner
  7. Select Return to List
  8. Select Next
Group Travel Meal with Alcohol

  1. Select Group Travel Meal with Alcohol from Expense Type drop-down list
  2. Select Details icon
  3. Enter remarks with details about the mealIf less than 5 attendees, enter names in Remarks. If more, attach a list to backup.
  4. 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

  5. Enter the Number of Attendees under Additional Information
  6. Enter the Meal Type in the drop-down
    • Breakfast
    • Lunch
    • Dinner
  7. Select Return to List
  8. Select Next
Human Subject Incentive
  • The Human Subject Incentive expense type is used to clear an advance or request reimbursement for out-of-pocket expenses for incentive payments (cash or non-cash) to individuals participating in a research project, survey or study.
  • Refer to Topic Overview:  Other Business Expenses, Human Subjects section for more information.

  1. Select Human Subject Incentive from Expense Type drop-down list
  2. Provide details in the Remarks field
  3. Select Next
Lodging
  • 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.

The expense date and expense type will auto-fill for TCard lodging expenses. Details are required for all Lodging expenses.

  1. Select Details icon
  2. Select Itemize
  3. If no receipt is provided, please contact the hotel for a duplicate copy Lodging receipts are always required.
  4. Enter Number of Nights in the Itemized Business Expenses section to reflect the length of the stay The Daily Rate will adjust accordingly.
  5. Enter Location using the search function in the Additional Information section
    1. Type the name of the city in the field
    2. Select the magnifying glass
    3. Select the city from the pop-up window to verify the selection
    4. Use the percent (%) sign as a wildcard before and after the search criteria to broaden the results
  6. Enter the name of the Hotel
  7. Enter any additional relevant information in the Remarks field
  8. Select Add Another Row button to itemize expenses other business or personal expenses
  9. Select Return to List
  10. Select Next

 

Membership Dues
  • 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 Beneficiary on the General Information screen.
  • Refer to Topic Overview:  Other Business Expenses, Dues and Subscription section for more information.

  1. Select Membership Dues from Expense Type drop-down list
  2. Enter a description of the membership in the Remarks field
  3. 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
  4. Select Next

 

Miscellaneous
  • The Miscellaneous expense type may be applied to supplies, postage, photocopies, publication printing, books, DSL charges, overseas faculty support and employee recruitment. For more information, refer to Topic Overview:  Other Business Expenses, Reimbursable Expenses section for more information.
  • Itemization is required if more than one item was purchased on the receipt.

Details are required for the Miscellaneous expense type.

  1. Select Miscellaneous from Expense Type drop-down list
  2. Select Details icon
  3. Enter a description of the items purchased in the Remarks field (required)
  4. 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

  5. Itemize Miscellaneous Expenses

    1. Select Itemize
    2. Enter/modify the item description in the Remarks of the first itemized line item
    3. Enter the dollar amount in the Itemized Receipt Amount field
    4. Select Add Another Row (if necessary)
    5. Select Miscellaneous from Expenditure Type drop-down list
    6. Enter the item description in the Remarks field
    7. Enter the dollar amount in the Itemized Receipt Amount field
    8. For additional itemization repeat steps

  6. Select Return to List
  7. Select Next

 

Other Transportation
  • The Other Transportation or Ground Transportation expense type is for transportation expenses other than airfare, car rental or truck rental, such as taxi, limousine, train, parking and fuel for car or truck rental.
  • Refer to Policy: Ground Transportation for more information.

  1. Select Other Transportation from Expense Type drop-down list
  2. Enter a description of transportation in the Remarks field
  3. 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
  4. 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

  5. Select Next

 

STAP
  1. Select STAP from Expense Type drop-down list
  2. Select Details icon
  3. 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

  4. Enter employee's name (Last name, First name) in the Attendee and Recipient Details section
  5. If the employee's STAP funds will not fully pay for the course, itemize the line to assign the balance to Conference Registration:

    Itemize STAP Funds

    1. Indicate the amount of STAP funds to be used in the Itemized Receipt Amount field
    2. Select Add Another Row
    3. Select Conference Registration from the Itemized Expense Type drop-down list
    4. Indicate the amount to be applied to Conference Registration fees

  6. Select Return to List
  7. Select Next
Subscriptions
  • Use the Subscriptions expense type to report expenses related to purchasing or maintaining a subscription to a journal, magazine, newsletter or other information source.
  • Refer to Topic Overview:  Other Business Expenses, Dues and Subscription section for more information.

  1. Select Subscriptions from Expense Type drop-down list
  2. Enter a description of the subscription in the Remarks field
  3. 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
  4. Select Next

 

Travel Meal – Single Meal
  • 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 Policy: Travel Meals.

  1. Select Travel Meal – Single Meal from Expense Type drop-down list
  2. Enter the meal type in Remarks (optional)
    • Breakfast
    • Lunch
    • Dinner
    • Total
  3. 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

  4. Select Next
Travel Meal – Single Meal with Alcohol

  1. Select Travel Meal – Single Meal with Alcohol from Expense Type drop-down list
  2. Enter the meal type in Remarks (optional)
    • Breakfast
    • Lunch
    • Dinner
  3. 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

  4. Select Next
Travel Meals – Daily Total
  • 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 Policy: Travel Meals.

  1. Select Travel Meals – Daily Total from Expense Type drop-down list
  2. Enter the meal type in Remarks – Total (optional)
  3. 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

  4. Select Next
Travel Meals – Daily Total with Alcohol
  • 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 Policy: Travel Meals for more information.

  1. Select Travel Meal – Daily Total with Alcohol from Expense Type drop-down list
  2. Enter the meal type in Remarks – Total (optional)
  3. 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

  4. Select Next

On the Transaction Lines screen, note the three available tabs:

  1. Transaction Lines – use this tab to report cash and personal credit card expenses
  2. 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.
  3. 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:

Transaction Lines
Adjusted Per Diem
  • Adjusted Per Diem is used to enter less than the standard Per Diem found in the Per Diem Tab. Adjusted Per Diem may be used for department mandated lower amount Per Diem or to calculate the reduced Per Diem for stays over 30 days.
  • The expense report Preparer must calculate the reduced rates for stays over 30 days (0.55 x listed rate) and enter the adjusted amount in the Expense Requests system via the Adjusted Per Diem expense type in transaction lines. The system will not calculate the reduced rate if over 30 days.
  • If both meals and lodging are being paid adjusted per diem, the adjusted amount should be entered on a single line with information in the Remarks field regarding how the calculations were made.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Adjusted Per Diem from Expense Type drop-down list
  4. Enter the hotel/lodging and whether the amount includes meals in the Remarks field If using for 30 days in one location, ensure meals for the 30-day period are included.
  5. 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
  6. Select Next
Airfare
  • 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.

Be sure to prepare an individual airfare receipt file to upload directly to this line before submitting the expense report.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Airfare from the Expense Type drop-down list
  4. Select the Details icon
  5. If no receipt is provided, please contact the airline for duplicate Airfare receipts are always required at the line item level.
  6. Select the Class of TicketBusiness and first class require an explanation in Remarks.

    When 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.
  7. Enter the Departure and Destination Airport codes
  8. Indicate if the flight was round trip or one way
  9. Select the Travel Booking Method
  10. Select the Airline
  11. 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.

    1. Select Itemize
    2. Select Add Another Row
    3. Select Airfare from the Expense Type drop-down list
    4. Select the Class of Ticket
    5. Enter Departure and Destination Airport codesof the first leg
    6. Select the Travel Booking Method
    7. Select the Airline
    8. Repeat Steps 2 through 7 until all legs are listed
  12. If the airline expense contains another expense that needs to be itemized, refer to the instructions below:

    Itemize Expenses or Itemize a Partially Personal TCard Charge

    1. Select Itemize
    2. Change the Itemized Receipt Amount field to the dollar amount of the business portion of the expense
    3. Enter description in the Remarks
    4. 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

  13. Select Return to List
  14. Select Next
Ancillary Airline Fee

The Ancillary Airline Fee is to be selected for charges that come in as Airfare, but are actually for some other fee charged by the airline, for example:

  • Upgrade from Coach to Economy Plus
  • Checked baggage
  • Reserved seat
  • Inflight meals
  • Wi-Fi
  • Curb-side check-in
  • Early boarding

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Ancillary Airline Fee from Expense Type drop-down list
  4. Enter a description of the fee in the Remarks field
  5. 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
  6. Select Next
Business Meal
  • 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 Policy: Business Meals.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Business Meal from Expense Type drop-down list
  4. Select Details icon
  5. Enter the full business purpose (who, what, when, where and why) for the meal in the Remarks field, including the attendee names and Stanford Affiliation (employee or student) For groups of 10 or less, list attendees in Remarks. For 11 or more, attach an attendee list.
  6. Enter the Number of Attendees at the meal in the Additional Information section
  7. Select the Meal Type in the drop-down
    • Breakfast
    • Lunch
    • Dinner
  8. Enter the Meal Category (optional)

    Meal Category Definition
    Donor Event An event with the specific purpose of discussing existing and future gifts with a current or prospective donor.
    Employee Morale An event with the specific purpose of gathering colleagues together for team building activities.
    Faculty Recruit A meal with a potential faculty member where employment with the university is discussed.
    Invited Speaker A meal with an invited speaker, hosted by their campus sponsor, and may include six or more attendees.
  9. 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

  10. If the expense includes other business or personal expenses, itemize expenses:

    Itemize Expenses or Itemize a Partially Personal TCard Charge

    1. Select Itemize
    2. Change the Itemized Receipt Amount field to the dollar amount of the business portion of the expense
    3. Enter description in the Remarks
    4. 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

  11. Select Return to List
  12. Select Next
Business Meal with Alcohol
  • 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 Policy: Business Meals for more information.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Business Meal with Alcohol from Expense Type drop-down list
  4. Select Details icon
  5. Enter the full business purpose (who, what, when, where and why) for the meal in the Remarks field, including the attendee names and Stanford Affiliation (employee or student). For groups of 10 or less, list attendees in Remarks. For 11 or more, attach an attendee list.
  6. Enter the Number of Attendees at the meal in the Additional Information section
  7. Select the Meal Type in the drop-down
    • Breakfast
    • Lunch
    • Dinner
  8. Enter the Meal Category (optional)

    Meal Category Definition
    Donor Event An event with the specific purpose of discussing existing and future gifts with a current or prospective donor.
    Employee Morale An event with the specific purpose of gathering colleagues together for team building activities.
    Faculty Recruit A meal with a potential faculty member where employment with the university is discussed.
    Invited Speaker A meal with an invited speaker, hosted by their campus sponsor, and may include six or more attendees.
  9. 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

  10. If the expense includes other business or personal expenses, itemize expenses:

    Itemize Expenses or Itemize a Partially Personal TCard Charge

    1. Select Itemize
    2. Change the Itemized Receipt Amount field to the dollar amount of the business portion of the expense
    3. Enter description in the Remarks
    4. 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

  11. Select Return to List
  12. Select Next
Car Rental
  • Car Rental may require a special entry in Details if additional insurance is purchased with the rental.
  • Car rental insurance is not reimbursable for U.S. trips (except for Hawaii) for Stanford personnel. If purchased by the traveler, the insurance charge will be treated as a personal expense, and should be itemized as a personal expense in the expense report.

The expense date and expense type will auto-fill for TCard car rental expenses. Car rental requires specific entries in Details:

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Car Rental from Expense Type drop-down list
  4. Select Details icon
  5. Enter Number of Days to reflect the length of the rental period in the Itemized Business Expenses section The daily rate will adjust accordingly. Based on a 24-hour day, round to the nearest whole day count.
  6. 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

  7. If car rental insurance is purchased, itemize the charge as a personal expense:

    Itemize Expenses or Itemize a Partially Personal TCard Charge

    1. Select Itemize
    2. Change the Itemized Receipt Amount field to the dollar amount of the business portion of the expense
    3. Enter description in the Remarks
    4. 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

  8. Select Return to list
  9. Select Next
Conference Registration
  • 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 Policy: Student Travel for more information.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Conference Registration from Expense Type drop-down list
  4. Enter all conference attendees and the amount of the payment applicable to each in Remarks field If no receipt is provided, please contact the conference facilitator for duplicate copy. Conference Registration receipts are always required.
  5. If there are multiple conferences registered and/or the expenses 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

  6. Select Next
Employee Morale
  • 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.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Employee Morale from Expense Type drop-down list
  4. Enter the name(s) of the employees or department benefitting from the expense in the Remarks field
  5. 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

    1. Select Details
    2. Select Itemize
    3. Adjust the Itemized Receipt Amount to the amount of the alcohol gift
    4. Enter description in the Remarks
    5. Select Add Another Row
    6. Adjust the Itemized Receipt Amount to the amount of the non-alcohol items
    7. 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.

  6. 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
  7. Select Next
Gifts

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Gifts from Expense Type drop-down list
  4. Enter a description of the gift(s) in the Remarks field (required)
  5. Select Details icon
  6. 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

  7. Select plus sign on table to add a recipient
  8. Select Employee or Non-Employee from the Type drop-down list
  9. Enter the recipient's name (Last name, First name)
  10. Enter amount
  11. Repeat Steps g through j until all recipients are added
  12. Select Return to List
  13. Select Next
Group Travel Meal
  • 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 Policy: Travel Meals.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Group Travel Meal from Expense Type drop-down list
  4. Select Details icon
  5. Enter remarks with details about the mealIf less than 5 attendees, enter names in Remarks. If more, attach a list to backup.
  6. 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

  7. Enter the Number of Attendees under Additional Information
  8. Select Meal Type from the drop-down
    • Breakfast
    • Lunch
    • Dinner
  9. Select Return to List
  10. Select Next
Group Travel Meal with Alcohol

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Group Travel Meal with Alcohol from Expense Type drop-down list
  4. Select Details icon
  5. Enter remarks with details about the mealIf less than 5 attendees, enter names in Remarks. If more, attach a list to backup.
  6. 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

  7. Enter the Number of Attendees under Additional Information
  8. Enter the Meal Type in the drop-down
    • Breakfast
    • Lunch
    • Dinner
  9. Select Return to List
  10. Select Next
Human Subject Incentive
  • The Human Subject Incentive expense type is used to clear an advance or request reimbursement for out-of-pocket expenses for incentive payments (cash or non-cash) to individuals participating in a research project, survey or study.
  • Refer to Topic Overview:  Other Business Expenses, Human Subjects section for more information.

  1. Enter Date of the last distribution of incentive to a human subject participant
  2. Enter total amount of human subject incentive expenses in Line Amount field
  3. Select Human Subject Incentive from Expense Type drop-down list
  4. Provide details in the Remarks field
  5. Select Next
Lodging
  • 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.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Lodging from Expense Type drop-down list
  4. Select Details icon
  5. If no receipt is provided, please contact the hotel for a duplicate copy Lodging receipts are always required.
  6. If the expense included other business or personal expenses, itemize expenses:

    Itemize Expenses or Itemize a Partially Personal TCard Charge

    1. Select Itemize
    2. Change the Itemized Receipt Amount field to the dollar amount of the business portion of the expense
    3. Enter description in the Remarks
    4. 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

  7. Enter Number of Nights in the Itemized Business Expenses section to reflect the length of the stay The Daily Rate will adjust accordingly.
  8. Enter Location using the search function in the Additional Information section
    1. Type the name of the city in the field
    2. Select the magnifying glass
    3. Select the city from the pop-up window to verify the selection
    4. Use the percent (%) sign as a wildcard before and after the search criteria to broaden the results
  9. Enter the name of the Hotel
  10. Enter any additional relevant information in the Remarks field
  11. Select Return to List
  12. Select Next
Membership Dues
  • 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 Beneficiary on the General Information screen.
  • Refer to Topic Overview:  Other Business Expenses, Dues and Subscription section for more information.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Membership Dues from Expense Type drop-down list
  4. Enter a description of the membership in the Remarks field
  5. 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
  6. Select Next
Miscellaneous
  • The Miscellaneous expense type may be applied to supplies, postage, photocopies, publication printing, books, DSL charges, overseas faculty support and employee recruitment. For more information, refer to Topic Overview:  Other Business Expenses, Reimbursable Expenses section for more information.
  • Itemization is required if more than one item was purchased on the receipt.

Details are required for the Miscellaneous expense type.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Miscellaneous from Expense Type drop-down list
  4. Select Details icon
  5. Enter a description of the items purchased in the Remarks field (required)
  6. 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

  7. Itemize Miscellaneous Expenses

    1. Select Itemize
    2. Enter/modify the item description in the Remarks of the first itemized line item
    3. Enter the dollar amount in the Itemized Receipt Amount field
    4. Select Add Another Row (if necessary)
    5. Select Miscellaneous from Expenditure Type drop-down list
    6. Enter the item description in the Remarks field
    7. Enter the dollar amount in the Itemized Receipt Amount field
    8. For additional itemization repeat steps

  8. Select Return to List
  9. Select Next
Other Transportation
  • The Other Transportation or Ground Transportation expense type is for transportation expenses other than airfare, car rental or truck rental, such as taxi, limousine, train, parking and fuel for car or truck rental.
  • Refer to Policy: Ground Transportation for more information.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Other Transportation from Expense Type drop-down list
  4. Enter a description of transportation in the Remarks field
  5. 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
  6. 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

  7. Select Next
STAP
  1. Enter Date
  2. Enter Line Amount
  3. Select STAP from Expense Type drop-down list
  4. Select Details icon
  5. 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

  6. Enter employee's name (Last name, First name) in the Attendee and Recipient Details section
  7. If the employee's STAP funds will not fully pay for the course, itemize the line to assign the balance to Conference Registration:

    Itemize STAP Funds

    1. Indicate the amount of STAP funds to be used in the Itemized Receipt Amount field
    2. Select Add Another Row
    3. Select Conference Registration from the Itemized Expense Type drop-down list
    4. Indicate the amount to be applied to Conference Registration fees

  8. Select Return to List
  9. Select Next

 

Subscriptions
  • Use the Subscriptions expense type to report expenses related to purchasing or maintaining a subscription to a journal, magazine, newsletter or other information source.
  • Refer to Topic Overview:  Other Business Expenses, Dues and Subscription section for more information.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Subscriptions from Expense Type drop-down list
  4. Enter a description of the subscription in the Remarks field
  5. 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
  6. Select Next
Travel Meal – Single Meal
  • 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 Policy: Travel Meals.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Travel Meal – Single Meal from Expense Type drop-down list
  4. Enter the meal type in Remarks (optional)
    • Breakfast
    • Lunch
    • Dinner
    • Total
  5. 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

  6. Select Next
Travel Meal – Single Meal with Alcohol

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Travel Meal – Single Meal with Alcohol from Expense Type drop-down list
  4. Enter the meal type in Remarks (optional)
    • Breakfast
    • Lunch
    • Dinner
  5. 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

  6. Select Next
Travel Meals – Daily Total
  • 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 Policy: Travel Meals.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Travel Meals – Daily Total from Expense Type drop-down list
  4. Enter the meal type in Remarks – Total (optional)
  5. 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

  6. Select Next
Travel Meals – Daily Total with Alcohol
  • 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 Policy: Travel Meals for more information.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Travel Meal – Daily Total with Alcohol from Expense Type drop-down list
  4. Enter the meal type in Remarks – Total (optional)
  5. 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

  6. Select Next
Per Diem Expenses (Domestic or International)
Lodging
  • 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.
  • Refer to Policy: Lodging for more information.

  1. Select Per Diem Expenses tab
  2. Enter Start Date
  3. Select Alaska/Hawaii Lodging or Continental US Lodging from Expense Type drop-down list
  4. Enter location name (city name) in Location and select from search
  5. Enter Number of Days (enter the number of nights spent at that location)
  6. Select Details icon Multiple Locations on a Single Trip

    1. Select Multiple Locations checkbox
    2. Enter Start Date and Location for each destination
  7. Select Generate Per Diem
  8. Select Return to List
  9. Select Next

 

Meals
  • 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 Policy: Travel Meals for more information.

  1. Select Per Diem Expenses tab
  2. Enter Start Date
  3. Select Alaska/Hawaii Meals or Continental US Meals from Expense Type drop-down list
  4. Enter location name (city name) in Location and select from search
  5. Enter Number of Days
  6. Select Details icon Multiple Locations on a Single Trip

    1. Select Multiple Locations checkbox
    2. Enter Start Date and Location for each destination
  7. 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.
  8. Select Meals Deductions (specific breakfast, lunch and dinner meals to be deducted from the per diem total)
  9. Select Recalculate
  10. Select Return to List
  11. Select Next
Mileage Expenses
Mileage

Mileage refers to miles travelled in a personal automobile. Refer to Mileage Reimbursement Rates for more information. 

  1. Select Mileage Expenses tab
  2. Enter Expense Date
  3. Select Mileage from Expense Type drop-down list
  4. Enter From and To Locations in Remarks field
  5. Determine distance in miles using Google Maps
  6. Enter Miles
  7. Select Calculate
  8. Select Next

Designate PTAEs on Allocations and Approvers screen using any combination of these 3 options:

Manually Enter PTAEs
  1. Enter Project, Task, Award information for each line
  2. Select Expenditure Type for each line A commonly used expenditure type may appear. If the field is blank, select from the drop-down list.
Apply My Allocations Preferences
  1. Select the radio button to select one, multiple or all expense lines
  2. Select one of the pre-set expense allocations from My Allocation drop-down list Refer to How To: Set My Allocation Preferences for more information.
  3. Select Apply
  4. 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

Demo: PTAE Allocation Preferences

Update/Split Allocations
  • To enter a new PTA (not in My Allocations) and allocate to one, multiple or all expense lines and/or
  • To enter a split PTA allocation and allocate to one, multiple or all expense lines
  1. Select the radio button to select expense lines to be allocated
  2. Select Update Allocation
  3. Select an Allocation Method
    • Mass Allocation or Single PTA
    • Equal Split
    • Amount Split
    • Percentage Split
  4. Select the plus sign on table to add a new row for each PTA for a split allocation
  5. Enter the Project, Task, Award information (PTAs)
  6. Enter Amount or Percentage of split for each PTA, if necessary
  7. Enter Allocation Reason to describe the reason for allocation to multiple PTAs (optional) Save Allocation in My Allocation Preferences
    You may 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
  8. Select Apply
  9. Select Expenditure Type for each line A commonly used expenditure type may appear. If the field is blank, select from the drop-down list.

 Demo: Split Allocation

Designate approver(s) on Allocations and Approvers screen using any combination of these 3 options:

Apply My Approvers Preferences
  1. Select one of the pre-set approvers from My Approvers drop-down list
  2. Select Apply
  3. Enter the approver's sequence or send in parallel (enter 1, 2, 3 for sequence; assign all approver's "1" for in parallel routing)
  4. Enter Notes to each approver (if needed)
  5. 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.

If an approver is incorrect for a PTA, please have that approver submit a Support Request to have the authority updated. 

Populate Default Approver(s)
  1. Select Populate/Refresh to add default PTA approver(s)Approvers that display when Populate/Refresh is selected will have the appropriate approval authority for the PTAs. If expense lines have been allocated to more than one PTA, there could be more than one approver showing in the approver routing list.
  2. Enter the approver's sequence or send in parallel (enter 1, 2, 3 for sequence; assign all approver's "1" for in parallel routing)
  3. Enter Notes to each approver (if needed)
  4. 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.

If an approver is incorrect for a PTA, please have that approver submit a Support Request to have the authority updated. 

Manually Add Approver(s)/FYI Recipient(s)/Pre-Approvers
  1. Select the plus sign on table to add an approver
  2. Select the magnifying glass icon
  3. Enter the approver's name (Last name, First name)
  4. Select Go
  5. Select Quick Select icon next to the approver's name
  6. Select Approver, FYI or Pre-Approver from Approver/FYI drop-down list
  7. Enter the Approval Sequence number (enter 1, 2, 3 for sequence; assign all approver's “1” for in parallel routing, assign Pre-Approvers 1).
  8. Enter Notes to each approver (if needed)
  9. Select Next when the Approver Routing List is complete

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 approver. There must be a "Yes" displaying in the default approver column for at least one approver per PTA.

If an approver is incorrect for a PTA, please have that approver submit a Support Request to have the authority updated. 

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.

Apply Advance
  1. Select the flashlight next to the Advance Number field
  2. Select Go to view all available advances
  3. Select applicable advance from the list
  4. Enter the amount to be applied
  5. Select Next
Do Not Apply Advance
  1. Enter An advance does not apply in Remarks field
  2. 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.

Expense reports must have attachments uploaded to the line for Airfare, Lodging and Conference Registration.

Demo: Attach/View Receipts

Upload Attachments Directly to a Line on the Review Page
  1. Scan or use a smartphone to photograph required receipts and documents to be attached to the transaction into a file
  2. Name each file with a unique name and save on the computer Allowed file formats include .pdf, .jpg, .png, .doc, .docx, .xls, .xlsx.
  3. Select green plus sign (if available)
  4. Select Browse to navigate to file
  5. Select file
  6. Select Open
  7. Repeat until all files for the line are in Files ready to upload
  8. Select Upload file(s) File(s) will appear in View Attachments.
  9. Select Close
    • Green plus sign changes to paper clip to indicate file(s) attached
       
Upload Attachments to the Transaction Using Attach/View Receipts
  1. Scan or use a smartphone to photograph required receipts and documents to be attached to the transaction into a file
  2. Name each file with a unique name and save on the computer Allowed file formats include .pdf, .jpg, .png, .doc, .docx, .xls, .xlsx.
  3. Select Attach/View Receipts button to open the Attachments window
  4. Do Not select a line
  5. Select Browse to navigate to file
  6. Select file
  7. Select Open
  8. Repeat until all files are in Files ready to upload
  9. Select Upload file(s) File(s) will appear in View Attachments.
  10. Files attached to the transaction display N/A in the Expense Source and For Transaction Line(s) columns
  11. Select Close to close the Attachments window

    Reassign Attachments to a Line (if required)
    1. Click Attach/View Receipts button to open the Attachments window
    2. Scroll down and select the Reassign icon for the attachment
    3. Select the Document Type
    4. Select the line to which the attachment is to be reassigned
    5. Click Save
    6. Repeat for all uploaded attachments that must be reassigned to a line

Fax Attachments
  1. Select Attach/View Receipts on the Transaction Review screen
  2. 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.
  3. Close the Bar Code Cover Page window
  4. Send an individual fax for each line that requires an attachment
  5. 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.
  6. Select Attach/View Receipts to open the Attachments window Faxes will display in the View Attachments section, attached at the transaction level.
  7. Select Close to close the Attachments window

    Reassign Attachments to a Line (if required)
    1. Click Attach/View Receipts button to open the Attachments window
    2. Scroll down and select the Reassign icon for the attachment
    3. Select the Document Type
    4. Select the line to which the attachment is to be reassigned
    5. Click Save
    6. Repeat for all uploaded attachments that must be reassigned to a line

Demo: Fax Attachments

  1. 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.
    • Use the Back button, if necessary, to return to previous pages for corrections.
  2. Attach all receipts and backup documentation (Received of Petty Cash Form) by selecting Attach View Receipts or the Attach icon for a specific expense line
  3. Select Submit to submit the transaction once all receipts and backup documents have been attached
What Happens Next?
  • All expenses for a trip or that pertain to a single business purpose should be included in one expense report.
  • Collect all receipts for a trip or that pertain to one business purpose, organize them by TCard or Cash and by expense type, then scan and save them by individual expense type on the computer desktop. Upload the files as soon as the expense report is ready to submit. Faxing receipts and supporting documents is available, if necessary.
    • Create individual files for all airfare, conference registration and lodging receipts, as these will need to be attached individually to the corresponding line in the expense report.
    • All other receipts and supporting documents can be scanned into a single file, if desired.
  • If an expense has been pre-approved, obtain supporting documentation from the Pre-Approver (which must be attached to the transaction), and add the Pre-Approver to the Approver Routing List.
  1. Enter ofweb.stanford.edu in the browser
  2. Click Login
  3. As prompted, log in using SUNet ID and password
  1. Select SU Expense Requests

Human Subjects expense category is used when requesting reimbursement or clearing an advance for human subject incentives.

  1. Select SU Payee under Expense Report in the Create New Transaction column
  2. Select Human Subjects from the Category drop-down list
  1. 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.
  2. Select Yes or No in the Rush Processing drop-down menu
  3. 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)

  4. 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.
  5. 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.
  6. 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.

  7. Provide beneficiary names and information (optional)
    • Human subject beneficiaries (participants) are not required, but can be entered if the department desires a record of study participants and amounts paid to be in the transaction.
    • A student must be entered as Employee.
    • Beneficiary of Gift and STAP expenses are not entered here, but will be entered later in the process with the expense line.

    Enter Beneficiary Information

    1. Select plus sign on table to add a line
    2. Select Type (Employee or Non-Employee)
    3. Enter Name (if employee, enter last name, first name and make the selection)
    4. Select Non-Resident Alien (Yes or No)
    5. Enter Amount (USD amount for which the individual was beneficiary)
    6. Repeat for each individual beneficiary

  8. 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
  9. Select Next

All expenses for a trip or that pertain to a single business purpose should be included in one expense report.

  1. 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.
  2. Select Next or Previous to view additional transactions if necessary
  3. Select Next
  1. Identify any fully personal transactions (when applicable):
    1. Select the checkbox for each fully personal transaction
    2. Select Categorize as Personal button
      • The fully personal transactions will be listed as personal expenses.
  2. Select expense types that apply to these expenses for customized instructions:
Airfare
  • 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.

The expense date and expense type will auto-fill for TCard airline expenses. Airfare requires specific entries in Details:

  1. Select the Details icon
  2. If no receipt is provided, please contact the airline for duplicate Airfare receipts are always required at the line item level.
  3. Select the Class of Ticket, if not pre-populated Business and first class require an explanation in Remarks.

    When 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.
  4. Enter the Departure and Destination Airport codes
  5. Indicate if the flight was round trip or one way
  6. Select the Travel Booking Method
  7. Select the Airline
  8. 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.

    1. Select Itemize
    2. Select Add Another Row
    3. Select Airfare from the Expense Type drop-down list
    4. Select the Class of Ticket
    5. Enter Departure and Destination Airport codesof the first leg
    6. Select the Travel Booking Method
    7. Select the Airline
    8. Repeat Steps 2 through 7 until all legs are listed
  9. If the airline expense contains another expense that needs to be itemized, refer to the instructions below:

    Itemize Expenses or Itemize a Partially Personal TCard Charge

    1. Select Itemize
    2. Change the Itemized Receipt Amount field to the dollar amount of the business portion of the expense
    3. Enter description in the Remarks
    4. 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

  10. Select Return to List
  11. Select Next
Ancillary Airline Fee

The Ancillary Airline Fee is to be selected for charges that come in as Airfare, but are actually for some other fee charged by the airline, for example:

  • Upgrade from Coach to Economy Plus
  • Checked baggage
  • Reserved seat
  • Inflight meals
  • Wi-Fi
  • Curb-side check-in
  • Early boarding

  1. Select Ancillary Airline Fee from Expense Type drop-down list If the charge came in as Airfare, change the expense type to Ancillary Airline Fee.
  2. Enter a description of the fee in the Remarks field
  3. 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
  4. Select Next
Car Rental
  • Car Rental may require a special entry in Details if additional insurance is purchased with the rental.
  • Car rental insurance is not reimbursable for U.S. trips (except for Hawaii) for Stanford personnel. If purchased by the traveler, the insurance charge will be treated as a personal expense, and should be itemized as a personal expense in the expense report.

The expense date and expense type will auto-fill for TCard car rental expenses. Car rental requires specific entries in Details:

  1. Select Details icon
  2. Select Itemize
  3. Enter Number of Days for the length of the rental period in the Itemized Business Expenses sectionBased on a 24-hour day, round to the nearest whole day count.
  4. 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

  5. Itemize car rental insurance if purchased:

    Itemize Expenses or Itemize a Partially Personal TCard Charge

    1. Select Itemize
    2. Change the Itemized Receipt Amount field to the dollar amount of the business portion of the expense
    3. Enter description in the Remarks
    4. 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

  6. Select Return to list
  7. Select Next
Group Travel Meal
  • 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 Policy: Travel Meals.

  1. Select Group Travel Meal from Expense Type drop-down list
  2. Select Details icon
  3. Enter remarks with details about the mealIf less than 5 attendees, enter names in Remarks. If more, attach a list to backup.
  4. 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

  5. Enter the Number of Attendees under Additional Information
  6. Select Meal Type from the drop-down
    • Breakfast
    • Lunch
    • Dinner
  7. Select Return to List
  8. Select Next

 

Group Travel Meal with Alcohol

  1. Select Group Travel Meal with Alcohol from Expense Type drop-down list
  2. Select Details icon
  3. Enter remarks with details about the mealIf less than 5 attendees, enter names in Remarks. If more, attach a list to backup.
  4. 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

  5. Enter the Number of Attendees under Additional Information
  6. Enter the Meal Type in the drop-down
    • Breakfast
    • Lunch
    • Dinner
  7. Select Return to List
  8. Select Next
Human Subject Incentive
  • The Human Subject Incentive expense type is used to clear an advance or request reimbursement for out-of-pocket expenses for incentive payments (cash or non-cash) to individuals participating in a research project, survey or study.
  • Refer to Topic Overview:  Other Business Expenses, Human Subjects section for more information.

  1. Select Human Subject Incentive from Expense Type drop-down list
  2. Provide details in the Remarks field
  3. Select Next
Lodging
  • 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.

The expense date and expense type will auto-fill for TCard lodging expenses. Details are required for all Lodging expenses.

  1. Select Details icon
  2. Select Itemize
  3. If no receipt is provided, please contact the hotel for a duplicate copy Lodging receipts are always required.
  4. Enter Number of Nights in the Itemized Business Expenses section to reflect the length of the stay The Daily Rate will adjust accordingly.
  5. Enter Location using the search function in the Additional Information section
    1. Type the name of the city in the field
    2. Select the magnifying glass
    3. Select the city from the pop-up window to verify the selection
    4. Use the percent (%) sign as a wildcard before and after the search criteria to broaden the results
  6. Enter the name of the Hotel
  7. Enter any additional relevant information in the Remarks field
  8. Select Add Another Row button to itemize expenses other business or personal expenses
  9. Select Return to List
  10. Select Next
Miscellaneous
  • The Miscellaneous expense type may be applied to supplies, postage, photocopies, publication printing, books, DSL charges, overseas faculty support and employee recruitment. For more information, refer to Topic Overview:  Other Business Expenses, Reimbursable Expenses section for more information.
  • Itemization is required if more than one item was purchased on the receipt.

Details are required for the Miscellaneous expense type.

  1. Select Miscellaneous from Expense Type drop-down list
  2. Select Details icon
  3. Enter a description of the items purchased in the Remarks field (required)
  4. 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

  5. Itemize Miscellaneous Expenses

    1. Select Itemize
    2. Enter/modify the item description in the Remarks of the first itemized line item
    3. Enter the dollar amount in the Itemized Receipt Amount field
    4. Select Add Another Row (if necessary)
    5. Select Miscellaneous from Expenditure Type drop-down list
    6. Enter the item description in the Remarks field
    7. Enter the dollar amount in the Itemized Receipt Amount field
    8. For additional itemization repeat steps

  6. Select Return to List
  7. Select Next
Other Transportation
  • The Other Transportation or Ground Transportation expense type is for transportation expenses other than airfare, car rental or truck rental, such as taxi, limousine, train, parking and fuel for car or truck rental.
  • Refer to Policy: Ground Transportation for more information.

  1. Select Other Transportation from Expense Type drop-down list
  2. Enter a description of transportation in the Remarks field
  3. 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
  4. 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

  5. Select Next
Travel Meal - Single Meal
  • 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 Policy: Travel Meals.

  1. Select Travel Meal – Single Meal from Expense Type drop-down list
  2. Enter the meal type in Remarks (optional)
    • Breakfast
    • Lunch
    • Dinner
    • Total
  3. 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

  4. Select Next
Travel Meal - Single Meal with Alcohol

  1. Select Travel Meal – Single Meal with Alcohol from Expense Type drop-down list
  2. Enter the meal type in Remarks (optional)
    • Breakfast
    • Lunch
    • Dinner
  3. 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

  4. Select Next
Travel Meals - Daily Total
  • 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 Policy: Travel Meals.

  1. Select Travel Meals – Daily Total from Expense Type drop-down list
  2. Enter the meal type in Remarks – Total (optional)
  3. 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

  4. Select Next
Travel Meals - Daily Total with Alcohol
  • 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 Policy: Travel Meals for more information.

  1. Select Travel Meal – Daily Total with Alcohol from Expense Type drop-down list
  2. Enter the meal type in Remarks – Total (optional)
  3. 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

  4. Select Next

On the Transaction Lines screen, note the two available tabs:

  1. Transaction Lines – use this tab to report cash and personal credit card expenses
  2. 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:

Transaction Lines
Airfare
  • 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.

Be sure to prepare an individual airfare receipt file to upload directly to this line before submitting the expense report.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Airfare from the Expense Type drop-down list
  4. Select the Details icon
  5. If no receipt is provided, please contact the airline for duplicate Airfare receipts are always required at the line item level.
  6. Select the Class of TicketBusiness and first class require an explanation in Remarks.

    When 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.
  7. Enter the Departure and Destination Airport codes
  8. Indicate if the flight was round trip or one way
  9. Select the Travel Booking Method
  10. Select the Airline
  11. 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.

    1. Select Itemize
    2. Select Add Another Row
    3. Select Airfare from the Expense Type drop-down list
    4. Select the Class of Ticket
    5. Enter Departure and Destination Airport codesof the first leg
    6. Select the Travel Booking Method
    7. Select the Airline
    8. Repeat Steps 2 through 7 until all legs are listed
  12. If the airline expense contains another expense that needs to be itemized, refer to the instructions below:

    Itemize Expenses or Itemize a Partially Personal TCard Charge

    1. Select Itemize
    2. Change the Itemized Receipt Amount field to the dollar amount of the business portion of the expense
    3. Enter description in the Remarks
    4. 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

  13. Select Return to List
  14. Select Next
Ancillary Airline Fee

The Ancillary Airline Fee is to be selected for charges that come in as Airfare, but are actually for some other fee charged by the airline, for example:

  • Upgrade from Coach to Economy Plus
  • Checked baggage
  • Reserved seat
  • Inflight meals
  • Wi-Fi
  • Curb-side check-in
  • Early boarding

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Ancillary Airline Fee from Expense Type drop-down list
  4. Enter a description of the fee in the Remarks field
  5. 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
  6. Select Next
Car Rental
  • Car Rental may require a special entry in Details if additional insurance is purchased with the rental.
  • Car rental insurance is not reimbursable for U.S. trips (except for Hawaii) for Stanford personnel. If purchased by the traveler, the insurance charge will be treated as a personal expense, and should be itemized as a personal expense in the expense report.

The expense date and expense type will auto-fill for TCard car rental expenses. Car rental requires specific entries in Details:

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Car Rental from Expense Type drop-down list
  4. Select Details icon
  5. Enter Number of Days to reflect the length of the rental period in the Itemized Business Expenses section The daily rate will adjust accordingly. Based on a 24-hour day, round to the nearest whole day count.
  6. If car rental insurance is purchased, itemize the charge as a personal expense:

    Itemize Expenses or Itemize a Partially Personal TCard Charge

    1. Select Itemize
    2. Change the Itemized Receipt Amount field to the dollar amount of the business portion of the expense
    3. Enter description in the Remarks
    4. 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

  7. Select Return to list
  8. Select Next
Group Travel Meal
  • 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 Policy: Travel Meals.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Group Travel Meal from Expense Type drop-down list
  4. Select Details icon
  5. Enter remarks with details about the mealIf less than 5 attendees, enter names in Remarks. If more, attach a list to backup.
  6. Enter the Number of Attendees under Additional Information
  7. Select Meal Type from the drop-down
    • Breakfast
    • Lunch
    • Dinner
  8. Select Return to List
  9. Select Next
Group Travel Meal with Alochol

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Group Travel Meal with Alcohol from Expense Type drop-down list
  4. Select Details icon
  5. Enter remarks with details about the mealIf less than 5 attendees, enter names in Remarks. If more, attach a list to backup.
  6. Enter the Number of Attendees under Additional Information
  7. Enter the Meal Type in the drop-down
    • Breakfast
    • Lunch
    • Dinner
  8. Select Return to List
  9. Select Next
Human Subject Incentive
  • The Human Subject Incentive expense type is used to clear an advance or request reimbursement for out-of-pocket expenses for incentive payments (cash or non-cash) to individuals participating in a research project, survey or study.
  • Refer to Topic Overview:  Other Business Expenses, Human Subjects section for more information.

  1. Enter Date of the last distribution of incentive to a human subject participant
  2. Enter total amount of human subject incentive expenses in Line Amount field
  3. Select Human Subject Incentive from Expense Type drop-down list
  4. Provide details in the Remarks field
  5. Select Next
Lodging
  • 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.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Lodging from Expense Type drop-down list
  4. Select Details icon
  5. If no receipt is provided, please contact the hotel for a duplicate copy Lodging receipts are always required.
  6. If the expense included other business or personal expenses, itemize expenses:

    Itemize Expenses or Itemize a Partially Personal TCard Charge

    1. Select Itemize
    2. Change the Itemized Receipt Amount field to the dollar amount of the business portion of the expense
    3. Enter description in the Remarks
    4. 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

  7. Enter Number of Nights in the Itemized Business Expenses section to reflect the length of the stay The Daily Rate will adjust accordingly.
  8. Enter Location using the search function in the Additional Information section
    1. Type the name of the city in the field
    2. Select the magnifying glass
    3. Select the city from the pop-up window to verify the selection
    4. Use the percent (%) sign as a wildcard before and after the search criteria to broaden the results
  9. Enter the name of the Hotel
  10. Enter any additional relevant information in the Remarks field
  11. Select Return to List
  12. Select Next
Miscellaneous
  • The Miscellaneous expense type may be applied to supplies, postage, photocopies, publication printing, books, DSL charges, overseas faculty support and employee recruitment. For more information, refer to Topic Overview:  Other Business Expenses, Reimbursable Expenses section for more information.
  • Itemization is required if more than one item was purchased on the receipt.

Details are required for the Miscellaneous expense type.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Miscellaneous from Expense Type drop-down list
  4. Select Details icon
  5. Enter a description of the items purchased in the Remarks field (required)
  6. Itemize Miscellaneous Expenses

    1. Select Itemize
    2. Enter/modify the item description in the Remarks of the first itemized line item
    3. Enter the dollar amount in the Itemized Receipt Amount field
    4. Select Add Another Row (if necessary)
    5. Select Miscellaneous from Expenditure Type drop-down list
    6. Enter the item description in the Remarks field
    7. Enter the dollar amount in the Itemized Receipt Amount field
    8. For additional itemization repeat steps

  7. Select Return to List
  8. Select Next
Other Transportation
  • The Other Transportation or Ground Transportation expense type is for transportation expenses other than airfare, car rental or truck rental, such as taxi, limousine, train, parking and fuel for car or truck rental.
  • Refer to Policy: Ground Transportation for more information.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Other Transportation from Expense Type drop-down list
  4. Enter a description of transportation in the Remarks field
  5. 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
  6. 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

  7. Select Next
Travel Meal - Single Meal
  • 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 Policy: Travel Meals.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Travel Meal – Single Meal from Expense Type drop-down list
  4. Enter the meal type in Remarks (optional)
    • Breakfast
    • Lunch
    • Dinner
    • Total
  5. 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

  6. Select Next
Travel Meal - Single Meal with Alcohol

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Travel Meal – Single Meal with Alcohol from Expense Type drop-down list
  4. Enter the meal type in Remarks (optional)
    • Breakfast
    • Lunch
    • Dinner
  5. 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

  6. Select Next
Travel Meals - Daily Total
  • 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 Policy: Travel Meals.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Travel Meals – Daily Total from Expense Type drop-down list
  4. Enter the meal type in Remarks – Total (optional)
  5. If the expense included other business or personal expenses, itemize expenses:
  6. Select Next
Travel Meals - Daily Total with Alcohol
  • 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 Policy: Travel Meals for more information.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Travel Meal – Daily Total with Alcohol from Expense Type drop-down list
  4. Enter the meal type in Remarks – Total (optional)
  5. If the expense included other business or personal expenses, itemize expenses:
  6. Select Next
Mileage Expenses
Mileage

Mileage refers to miles travelled in a personal automobile. Refer to Mileage Reimbursement Rates for more information. 

  1. Select Mileage Expenses tab
  2. Enter Expense Date
  3. Select Mileage from Expense Type drop-down list
  4. Enter From and To Locations in Remarks field
  5. Determine distance in miles using Google Maps
  6. Enter Miles
  7. Select Calculate
  8. Select Next

Designate PTAEs on Allocations and Approvers screen using any combination of these 3 options:

Manually Enter PTAEs
  1. Enter Project, Task, Award information for each line
  2. Select Expenditure Type for each line A commonly used expenditure type may appear. If the field is blank, select from the drop-down list.
Apply My Allocations Preferences
  1. Select the radio button to select one, multiple or all expense lines
  2. Select one of the pre-set expense allocations from My Allocation drop-down list Refer to How To: Set My Allocation Preferences for more information.
  3. Select Apply
  4. 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

Demo: PTAE Allocation Preferences

Update/Split Allocations
  • To enter a new PTA (not in My Allocations) and allocate to one, multiple or all expense lines and/or
  • To enter a split PTA allocation and allocate to one, multiple or all expense lines
  1. Select the radio button to select expense lines to be allocated
  2. Select Update Allocation
  3. Select an Allocation Method
    • Mass Allocation or Single PTA
    • Equal Split
    • Amount Split
    • Percentage Split
  4. Select the plus sign on table to add a new row for each PTA for a split allocation
  5. Enter the Project, Task, Award information (PTAs)
  6. Enter Amount or Percentage of split for each PTA, if necessary
  7. Enter Allocation Reason to describe the reason for allocation to multiple PTAs (optional) Save Allocation in My Allocation Preferences
    You may 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
  8. Select Apply
  9. Select Expenditure Type for each line A commonly used expenditure type may appear. If the field is blank, select from the drop-down list.

 Demo: Split Allocation

Designate approver(s) on Allocations and Approvers screen using any combination of these 3 options:

Apply My Approvers Preferences
  1. Select one of the pre-set approvers from My Approvers drop-down list
  2. Select Apply
  3. Enter the approver's sequence or send in parallel (enter 1, 2, 3 for sequence; assign all approver's "1" for in parallel routing)
  4. Enter Notes to each approver (if needed)
  5. 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.

If an approver is incorrect for a PTA, please have that approver submit a Support Request to have the authority updated. 

Populate Default Approver(s)
  1. Select Populate/Refresh to add default PTA approver(s)Approvers that display when Populate/Refresh is selected will have the appropriate approval authority for the PTAs. If expense lines have been allocated to more than one PTA, there could be more than one approver showing in the approver routing list.
  2. Enter the approver's sequence or send in parallel (enter 1, 2, 3 for sequence; assign all approver's "1" for in parallel routing)
  3. Enter Notes to each approver (if needed)
  4. 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.

If an approver is incorrect for a PTA, please have that approver submit a Support Request to have the authority updated. 

Manually Add Approver(s)/FYI Recipient(s)/Pre-Approvers
  1. Select the plus sign on table to add an approver
  2. Select the magnifying glass icon
  3. Enter the approver's name (Last name, First name)
  4. Select Go
  5. Select Quick Select icon next to the approver's name
  6. Select Approver, FYI or Pre-Approver from Approver/FYI drop-down list
  7. Enter the Approval Sequence number (enter 1, 2, 3 for sequence; assign all approver's “1” for in parallel routing, assign Pre-Approvers 1).
  8. Enter Notes to each approver (if needed)
  9. Select Next when the Approver Routing List is complete

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 approver. There must be a "Yes" displaying in the default approver column for at least one approver per PTA.

If an approver is incorrect for a PTA, please have that approver submit a Support Request to have the authority updated. 

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.

Apply Advance
  1. Select the flashlight next to the Advance Number field
  2. Select Go to view all available advances
  3. Select applicable advance from the list
  4. Enter the amount to be applied
  5. Select Next
Do Not Apply Advance
  1. Enter An advance does not apply in Remarks field
  2. 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.

Expense reports must have attachments uploaded to the line for Airfare, Lodging and Conference Registration.

Demo: Attach/View Receipts

Upload Attachments Directly to a Line on the Review Page
  1. Scan or use a smartphone to photograph required receipts and documents to be attached to the transaction into a file
  2. Name each file with a unique name and save on the computer Allowed file formats include .pdf, .jpg, .png, .doc, .docx, .xls, .xlsx.
  3. Select green plus sign (if available)
  4. Select Browse to navigate to file
  5. Select file
  6. Select Open
  7. Repeat until all files for the line are in Files ready to upload
  8. Select Upload file(s) File(s) will appear in View Attachments.
  9. Select Close
    • Green plus sign changes to paper clip to indicate file(s) attached
       
Upload Attachments to the Transaction Using Attach/View Receipts
  1. Scan or use a smartphone to photograph required receipts and documents to be attached to the transaction into a file
  2. Name each file with a unique name and save on the computer Allowed file formats include .pdf, .jpg, .png, .doc, .docx, .xls, .xlsx.
  3. Select Attach/View Receipts button to open the Attachments window
  4. Do Not select a line
  5. Select Browse to navigate to file
  6. Select file
  7. Select Open
  8. Repeat until all files are in Files ready to upload
  9. Select Upload file(s) File(s) will appear in View Attachments.
  10. Files attached to the transaction display N/A in the Expense Source and For Transaction Line(s) columns
  11. Select Close to close the Attachments window

    Reassign Attachments to a Line (if required)
    1. Click Attach/View Receipts button to open the Attachments window
    2. Scroll down and select the Reassign icon for the attachment
    3. Select the Document Type
    4. Select the line to which the attachment is to be reassigned
    5. Click Save
    6. Repeat for all uploaded attachments that must be reassigned to a line

Fax Attachments
  1. Select Attach/View Receipts on the Transaction Review screen
  2. 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.
  3. Close the Bar Code Cover Page window
  4. Send an individual fax for each line that requires an attachment
  5. 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.
  6. Select Attach/View Receipts to open the Attachments window Faxes will display in the View Attachments section, attached at the transaction level.
  7. Select Close to close the Attachments window

    Reassign Attachments to a Line (if required)
    1. Click Attach/View Receipts button to open the Attachments window
    2. Scroll down and select the Reassign icon for the attachment
    3. Select the Document Type
    4. Select the line to which the attachment is to be reassigned
    5. Click Save
    6. Repeat for all uploaded attachments that must be reassigned to a line

Demo: Fax Attachments

  1. 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.
    • Use the Back button, if necessary, to return to previous pages for corrections.
  2. Attach all receipts and backup documentation (Received of Petty Cash Form) by selecting Attach View Receipts or the Attach icon for a specific expense line
  3. Select Submit to submit the transaction once all receipts and backup documents have been attached
What Happens Next?
  • All expenses for a trip or that pertain to a single business purpose should be included in one expense report.
  • Applying a Foreign Event to a Foreign Expense Report is mandatory.
  • Collect all receipts for a trip or that pertain to one business purpose, organize them by TCard or Cash and by expense type, then scan and save them by individual expense type on the computer desktop. Upload the files as soon as the expense report is ready to submit. Faxing receipts and supporting documents is available, if necessary.
    • Create individual files for all airfare, conference registration and lodging receipts, as these will need to be attached individually to the corresponding line in the expense report.
    • All other receipts and supporting documents can be scanned into a single file, if desired.
  • If an expense has been pre-approved, obtain supporting documentation from the Pre-Approver (which must be attached to the transaction), and add the Pre-Approver to the Approver Routing List.
  1. Enter ofweb.stanford.edu in the browser
  2. Click Login
  3. As prompted, log in using SUNet ID and password
  1. Select SU Expense Requests
  1. Select SU Payee under Expense Report in the Create New Transaction column
  2. Select Expenses (Foreign) from the Category drop-down list
  1. 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.
  2. Select Yes or No in the Rush Processing drop-down menu
  3. 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)

  4. 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.
  5. 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.
  6. 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.

  7. Provide beneficiary names and information, as appropriate
    • A Student must be entered as Employee.
    • Beneficiary of Gift and STAP expenses are not entered here, but will be entered later in the process with the expense line.

    Enter Beneficiary Information

    1. Select plus sign on table to add a line
    2. Select Type (Employee or Non-Employee)
    3. Enter Name (if employee, enter last name, first name and make the selection)
    4. Select Non-Resident Alien (Yes or No)
    5. Enter Amount (USD amount for which the individual was beneficiary)
    6. Repeat for each individual beneficiary

  8. Select Next

All expenses for a trip or that pertain to a single business purpose should be included in one expense report.

  1. 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.
  2. Select Next or Previous to view additional transactions if necessary
  3. 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.

  1. Identify any fully personal transactions (when applicable):
    1. Select the checkbox for each fully personal transaction
    2. Select Categorize as Personal button
      • The fully personal transactions will be listed as personal expenses.
  2. Select expense types that apply to these expenses for customized instructions:
Adjusted Per Diem
  • Adjusted Per Diem is used to enter less than the standard Per Diem found in the Per Diem Tab. Adjusted Per Diem may be used for department mandated lower amount Per Diem or to calculate the reduced Per Diem for stays over 30 days.
  • The expense report Preparer must calculate the reduced rates for stays over 30 days (0.55 x listed rate) and enter the adjusted amount in the Expense Requests system via the Adjusted Per Diem expense type in transaction lines. The system will not calculate the reduced rate if over 30 days.
  • If both meals and lodging are being paid adjusted per diem, the adjusted amount should be entered on a single line with information in the Remarks field regarding how the calculations were made.

  1. Select Adjusted Per Diem from Expense Type drop-down list
  2. Click Details
  3. Enter the hotel/lodging and whether the amount includes meals in the Remarks field
  4. Select the Country of Activity and Foreign Activity Type defined in events preferences from the drop-down menus in the Additional Information section

  5. Click Return to List
  6. Select Next
Airfare - Foreign and Domestic
  • 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.

The expense date and expense type will auto-fill for TCard airline expenses. Airfare requires specific entries in Details:

  1. Select the Details icon
  2. If no receipt is provided, please contact the airline for duplicate Airfare receipts are always required at the line item level.
  3. Select the Country of Activity and Foreign Activity Type defined in events preferences from the drop-down menus in the Additional Information section

  4. Select the Class of Ticket, if not pre-populated Business and first class require an explanation in Remarks.

    When 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.
  5. Enter the Departure and Destination Airport codes
  6. Indicate if the flight was round trip or one way
  7. Select the Travel Booking Method
  8. Select the Airline
  9. 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.

    1. Select Itemize
    2. Select Add Another Row
    3. Select Airfare - Foreign and Domestic from the Expense Type drop-down list
    4. Select the Country of Activity and Foreign Activity Type defined in events preferences from the drop-down menus in the Additional Information section
    5. Select the Class of Ticket
    6. Enter Departure and Destination Airport codes of the first leg
    7. Select the Travel Booking Method
    8. Select the Airline
    9. Repeat Steps 2 through 8 until all legs are listed

  10. If the airline expense contains another expense that needs to be itemized, refer to the instructions below:

    Itemize Expenses or Itemize a Partially Personal TCard Charge

    1. Select Itemize
    2. Change the Itemized Receipt Amount field to the dollar amount of the business portion of the expense
    3. Enter description in the Remarks
    4. 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

  11. Select Return to List
  12. Select Next
Ancillary Airline Fee

The Ancillary Airline Fee is to be selected for charges that come in as Airfare, but are actually for some other fee charged by the airline, for example:

  • Upgrade from Coach to Economy Plus
  • Checked baggage
  • Reserved seat
  • Inflight meals
  • Wi-Fi
  • Curb-side check-in
  • Early boarding

  1. Select Ancillary Airline Fee from Expense Type drop-down list
  2. Select Details
  3. Enter a description of the fee in the Remarks field
  4. Select the Country of Activity and Foreign Activity Type defined in events preferences from the drop-down menus in the Additional Information section

  5. Select Return to List
  6. Select Next
Business Meal
  • 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 Policy: Business Meals.

  1. Select Business Meal from Expense Type drop-down list
  2. Select Details icon
  3. Enter the full business purpose (who, what, when, where and why) for the meal in the Remarks field, including the attendee names and Stanford Affiliation (employee or student) For groups of 10 or less, list attendees in Remarks. For 11 or more, attach an attendee list.
  4. Select the Country of Activity and Foreign Activity Type defined in events preferences from the drop-down menus in the Additional Information section

  5. Enter the Number of Attendees at the meal in the Additional Information section
  6. Select the Meal Type in the drop-down
    • Breakfast
    • Lunch
    • Dinner
  7. Enter the Meal Category (optional)

    Meal Category Definition
    Donor Event An event with the specific purpose of discussing existing and future gifts with a current or prospective donor.
    Employee Morale An event with the specific purpose of gathering colleagues together for team building activities.
    Faculty Recruit A meal with a potential faculty member where employment with the university is discussed.
    Invited Speaker A meal with an invited speaker, hosted by their campus sponsor, and may include six or more attendees.
  8. If the expense includes other business or personal expenses, itemize expenses:

    Itemize Expenses or Itemize a Partially Personal TCard Charge

    1. Select Itemize
    2. Change the Itemized Receipt Amount field to the dollar amount of the business portion of the expense
    3. Enter description in the Remarks
    4. 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

  9. Select Return to List
  10. Select Next
Business Meal with Alcohol
  • 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 Policy: Business Meals for more information.

  1. Select Business Meal with Alcohol from Expense Type drop-down list
  2. Select Details icon
  3. Enter the full business purpose (who, what, when, where and why) for the meal in the Remarks field, including the attendee names and Stanford Affiliation (employee or student). For groups of 10 or less, list attendees in Remarks. For 11 or more, attach an attendee list.
  4. Select the Country of Activity and Foreign Activity Type defined in events preferences from the drop-down menus in the Additional Information section

  5. Enter the Number of Attendees at the meal
  6. Select the Meal Type in the drop-down
    • Breakfast
    • Lunch
    • Dinner
  7. Enter the Meal Category (optional)

    Meal Category Definition
    Donor Event An event with the specific purpose of discussing existing and future gifts with a current or prospective donor.
    Employee Morale An event with the specific purpose of gathering colleagues together for team building activities.
    Faculty Recruit A meal with a potential faculty member where employment with the university is discussed.
    Invited Speaker A meal with an invited speaker, hosted by their campus sponsor, and may include six or more attendees.
  8. If the expense includes other business or personal expenses, itemize expenses:

    Itemize Expenses or Itemize a Partially Personal TCard Charge

    1. Select Itemize
    2. Change the Itemized Receipt Amount field to the dollar amount of the business portion of the expense
    3. Enter description in the Remarks
    4. 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

  9. Select Return to List
  10. Select Next
Car Rental
  • Car Rental may require a special entry in Details if additional insurance is purchased with the rental.
  • Car rental insurance is not reimbursable for U.S. trips (except for Hawaii) for Stanford personnel. If purchased by the traveler, the insurance charge will be treated as a personal expense, and should be itemized as a personal expense in the expense report.

The expense date and expense type will auto-fill for TCard car rental expenses. Car rental requires specific entries in Details:

  1. Select Details icon
  2. Select the Country of Activity and Foreign Activity Type defined in events preferences from the drop-down menus in the Additional Information section

  3. Select Itemize
  4. Enter Number of Days for the length of the rental period in the Itemized Business Expenses sectionBased on a 24-hour day, round to the nearest whole day count.
  5. Itemize car rental insurance if purchased:

    Itemize Expenses or Itemize a Partially Personal TCard Charge

    1. Select Itemize
    2. Change the Itemized Receipt Amount field to the dollar amount of the business portion of the expense
    3. Enter description in the Remarks
    4. 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

  6. Select Return to list
  7. Select Next
Conference Registration
  • 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 Policy: Student Travel for more information.

  1. Select Conference Registration from Expense Type drop-down list
  2. Enter all conference attendees and the amount of the payment applicable to each in Remarks field If no receipt is provided, please contact the conference facilitator for duplicate copy. Conference Registration receipts are always required.
  3. Select the Country of Activity and Foreign Activity Type defined in events preferences from the drop-down menus in the Additional Information section

  4. If the expense included other business or personal expenses, itemize expenses:
  5. Select Return to List
  6. Select Next
Gifts - Foreign Activity

  1. Select Gifts from Expense Type drop-down list
  2. Select Details icon
  3. Enter a description of the gift(s) in the Remarks field (required)
  4. Select the Country of Activity and Foreign Activity Type defined in events preferences from the drop-down menus in the Additional Information section

  5. In the Gift Recipients section, click the Add Recipient icon (with a green plus sign) on table to add a recipient
  6. Select Employee or Non-Employee from the Type drop-down list
  7. Enter the recipient's name (Last name, First name)
  8. Enter amount
  9. Repeat Steps f through i until all recipients are added
  10. Select Return to List
  11. Select Next
Group Travel Meal
  • 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 Policy: Travel Meals.

  1. Select Group Travel Meal from Expense Type drop-down list
  2. Select Details icon
  3. Enter remarks with details about the mealIf less than 5 attendees, enter names in Remarks. If more, attach a list to backup.
  4. Select the Country of Activity and Foreign Activity Type defined in events preferences from the drop-down menus in the Additional Information section
  5. Enter the Number of Attendees
  6. Select Meal Type from the drop-down
    • Breakfast
    • Lunch
    • Dinner
  7. Select Return to List
  8. Select Next

 

Group Travel Meal with Alcohol

  1. Select Group Travel Meal with Alcohol from Expense Type drop-down list
  2. Select Details icon
  3. Enter remarks with details about the mealIf less than 5 attendees, enter names in Remarks. If more, attach a list to backup.
  4. Select the Country of Activity and Activity Type defined in events preferences from the drop-down menus in the Additional Information section
  5. Enter the Number of Attendees
  6. Enter the Meal Type in the drop-down
    • Breakfast
    • Lunch
    • Dinner
  7. Select Return to List
  8. Select Next
Human Subject Incentive
  • The Human Subject Incentive expense type is used to clear an advance or request reimbursement for out-of-pocket expenses for incentive payments (cash or non-cash) to individuals participating in a research project, survey or study.
  • Refer to Topic Overview:  Other Business Expenses, Human Subjects section for more information.

  1. Select Human Subject Incentive from Expense Type drop-down list
  2. Select Details icon
  3. Provide details in the Remarks field
  4. Select the Country of Activity and Foreign Activity Type defined in events preferences from the drop-down menus in the Additional Information section

  5. Select Return to List
  6. Select Next
Lodging - Foreign and Domestic
  • 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.

The expense date and expense type will auto-fill for TCard lodging expenses. Details are required for all Lodging expenses.

  1. Select Details icon
  2. Select Itemize
  3. If no receipt is provided, please contact the hotel for a duplicate copy Lodging receipts are always required.
  4. Enter Number of Nights in the Itemized Business Expenses section to reflect the length of the stay The Daily Rate will adjust accordingly.
  5. Select the Country of Activity and Foreign Activity Type defined in events preferences from the drop-down menus in the Additional Information section

  6. Enter Location using the search function in the Additional Information section
    1. Type the name of the city in the field
    2. Select the magnifying glass
    3. Select the city from the pop-up window to verify the selection
    4. Use the percent (%) sign as a wildcard before and after the search criteria to broaden the results
  7. Enter the name of the Hotel
  8. Enter any additional relevant information in the Remarks field
  9. Select Add Another Row button to itemize expenses other business or personal expenses
  10. Select Return to List
  11. Select Next
Membership Dues
  • 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 Beneficiary on the General Information screen.
  • Refer to Topic Overview:  Other Business Expenses, Dues and Subscription section for more information.

  1. Select Membership Dues from Expense Type drop-down list
  2. Enter a description of the membership in the Remarks field
  3. 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
  4. Select Next
Miscellaneous - Foreign
  • The Miscellaneous expense type may be applied to supplies, postage, photocopies, publication printing, books, DSL charges, overseas faculty support and employee recruitment. For more information, refer to Topic Overview:  Other Business Expenses, Reimbursable Expenses section for more information.
  • Itemization is required if more than one item was purchased on the receipt.

Details are required for the Miscellaneous - Foreign expense type.

  1. Select Miscellaneous - Foreign from Expense Type drop-down list
  2. Select Details icon
  3. Enter a description of the items purchased in the Remarks field (required)
  4. Select the Country of Activity and Foreign Activity Type defined in events preferences from the drop-down menus in the Additional Information section

  5. If more than one item was purchased on the receipt:

    Itemize Expenses or Itemize a Partially Personal TCard Charge

    1. Select Itemize
    2. Change the Itemized Receipt Amount field to the dollar amount of the business portion of the expense
    3. Enter description in the Remarks
    4. 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

  6. Select Return to List
  7. Select Next
Other Transportation
  • The Other Transportation or Ground Transportation expense type is for transportation expenses other than airfare, car rental or truck rental, such as taxi, limousine, train, parking and fuel for car or truck rental.
  • Refer to Policy: Ground Transportation for more information.

  1. Select Other Transportation from Expense Type drop-down list
  2. Select Details icon
  3. Enter a description of transportation in the Remarks field
  4. 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
  5. Select the Country of Activity and Foreign Activity Type defined in events preferences from the drop-down menus in the Additional Information section

  6. If the expense included other business or personal expenses, itemize expenses:

    Itemize Expenses or Itemize a Partially Personal TCard Charge

    1. Select Itemize
    2. Change the Itemized Receipt Amount field to the dollar amount of the business portion of the expense
    3. Enter description in the Remarks
    4. 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

  7. Select Return to List
  8. Select Next
STAP - Foreign
  1. Select STAP - Foreign from Expense Type drop-down list
  2. Select Details icon
  3. Enter employee's name (Last name, First name) in the Attendee and Recipient Details section
  4. Select the Country of Activity and Foreign Activity Type defined in events preferences from the drop-down menus in the Additional Information section

  5. If the employee's STAP funds will not fully pay for the course, itemize the line to assign the balance to Conference Registration:

    Itemize STAP Funds

    1. Indicate the amount of STAP funds to be used in the Itemized Receipt Amount field
    2. Select Add Another Row
    3. Select Conference Registration from the Itemized Expense Type drop-down list
    4. Indicate the amount to be applied to Conference Registration fees

  6. Select Return to List
  7. Select Next

 

Subscriptions - Foreign
  • Use the Subscriptions expense type to report expenses related to purchasing or maintaining a subscription to a journal, magazine, newsletter or other information source.
  • Refer to Topic Overview:  Other Business Expenses, Dues and Subscription section for more information.

  1. Select Subscriptions - Foreign from Expense Type drop-down list
  2. Select Details icon
  3. Enter a description of the subscription in the Remarks field
  4. Select the Country of Activity and Foreign Activity Type defined in events preferences from the drop-down menus in the Additional Information section

  5. Select Return to List
  6. Select Next
Travel Meal - Single Meal
  • 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 Policy: Travel Meals.

  1. Select Travel Meal – Single Meal from Expense Type drop-down list
  2. Enter the meal type in Remarks (optional)
    • Breakfast
    • Lunch
    • Dinner
    • Total
  3. If the expense included other business or personal expenses, itemize expenses:
  4. Select Next
Travel Meal - Single Meal with Alcohol

  1. Select Travel Meal – Single Meal with Alcohol from Expense Type drop-down list
  2. Enter the meal type in Remarks (optional)
    • Breakfast
    • Lunch
    • Dinner
  3. If the expense included other business or personal expenses, itemize expenses:
  4. Select Next
Travel Meals - Daily Total
  • 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 Policy: Travel Meals.

  1. Select Travel Meals – Daily Total from Expense Type drop-down list
  2. Enter the meal type in Remarks – Total (optional)
  3. If the expense included other business or personal expenses, itemize expenses:
  4. Select Next
Travel Meals - Daily Total with Alcohol
  • 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 Policy: Travel Meals for more information.

  1. Select Travel Meal – Daily Total with Alcohol from Expense Type drop-down list
  2. Enter the meal type in Remarks – Total (optional)
  3. If the expense included other business or personal expenses, itemize expenses:
  4. Select Next

On the Transaction Lines screen, note the three available tabs:

  1. Transaction Lines – use this tab to report cash and personal credit card expenses
  2. 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.
  3. 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:

Transaction Lines
Adjusted Per Diem
  • Adjusted Per Diem is used to enter less than the standard Per Diem found in the Per Diem Tab. Adjusted Per Diem may be used for department mandated lower amount Per Diem or to calculate the reduced Per Diem for stays over 30 days.
  • The expense report Preparer must calculate the reduced rates for stays over 30 days (0.55 x listed rate) and enter the adjusted amount in the Expense Requests system via the Adjusted Per Diem expense type in transaction lines. The system will not calculate the reduced rate if over 30 days.
  • If both meals and lodging are being paid adjusted per diem, the adjusted amount should be entered on a single line with information in the Remarks field regarding how the calculations were made.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Adjusted Per Diem from Expense Type drop-down list
  4. Click Details
  5. Enter the hotel/lodging and whether the amount includes meals in the Remarks field
  6. Select the Country of Activity and Foreign Activity Type defined in events preferences from the drop-down menus in the Additional Information section

  7. Click Return to List
  8. Select Next
Airfare - Foreign and Domestic
  • 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.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Airfare – Foreign and Domestic from Expense Type drop-down list
  4. Select the Details icon
  5. If no receipt is provided, please contact the airline for duplicate Airfare receipts are always required at the line item level.
  6. Select the Country of Activity and Foreign Activity Type defined in events preferences from the drop-down menus in the Additional Information section

  7. Select the Class of Ticket, if not pre-populated Business and first class require an explanation in Remarks.

    When 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.
  8. Enter the Departure and Destination Airport codes
  9. Indicate if the flight was round trip or one way
  10. Select the Travel Booking Method
  11. Select the Airline
  12. 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.

    1. Select Itemize
    2. Select Add Another Row
    3. Select Airfare - Foreign and Domestic from the Expense Type drop-down list
    4. Select the Country of Activity and Foreign Activity Type defined in events preferences from the drop-down menus in the Additional Information section
    5. Select the Class of Ticket
    6. Enter Departure and Destination Airport codes of the first leg
    7. Select the Travel Booking Method
    8. Select the Airline
    9. Repeat Steps 2 through 8 until all legs are listed

  13. If the airline expense contains another expense that needs to be itemized, refer to the instructions below:
  14. Select Return to List
  15. Select Next
Ancillary Airline Fee

The Ancillary Airline Fee is to be selected for charges that come in as Airfare, but are actually for some other fee charged by the airline, for example:

  • Upgrade from Coach to Economy Plus
  • Checked baggage
  • Reserved seat
  • Inflight meals
  • Wi-Fi
  • Curb-side check-in
  • Early boarding

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Ancillary Airline Fee from Expense Type drop-down list
  4. Select Details
  5. Enter a description of the fee in the Remarks field
  6. Select the Country of Activity and Foreign Activity Type defined in events preferences from the drop-down menus in the Additional Information section

  7. Select Return to List
  8. Select Next
Business Meal
  • 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 Policy: Business Meals.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Business Meal from Expense Type drop-down list
  4. Select Details icon
  5. Enter the full business purpose (who, what, when, where and why) for the meal in the Remarks field, including the attendee names and Stanford Affiliation (employee or student) For groups of 10 or less, list attendees in Remarks. For 11 or more, attach an attendee list.
  6. Select the Country of Activity and Foreign Activity Type defined in events preferences from the drop-down menus in the Additional Information section

  7. Enter the Number of Attendees at the meal
  8. Select the Meal Type in the drop-down
    • Breakfast
    • Lunch
    • Dinner
  9. Enter the Meal Category (optional)

    Meal Category Definition
    Donor Event An event with the specific purpose of discussing existing and future gifts with a current or prospective donor.
    Employee Morale An event with the specific purpose of gathering colleagues together for team building activities.
    Faculty Recruit A meal with a potential faculty member where employment with the university is discussed.
    Invited Speaker A meal with an invited speaker, hosted by their campus sponsor, and may include six or more attendees.
  10. If the expense includes other business or personal expenses, itemize expenses:
  11. Select Return to List
  12. Select Next
Business Meal with Alcohol
  • 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 Policy: Business Meals for more information.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Business Meal with Alcohol from Expense Type drop-down list
  4. Select Details icon
  5. Enter the full business purpose (who, what, when, where and why) for the meal in the Remarks field, including the attendee names and Stanford Affiliation (employee or student). For groups of 10 or less, list attendees in Remarks. For 11 or more, attach an attendee list.
  6. Select the Country of Activity and Foreign Activity Type defined in events preferences from the drop-down menus in the Additional Information section

  7. Enter the Number of Attendees at the meal
  8. Select the Meal Type in the drop-down
    • Breakfast
    • Lunch
    • Dinner
  9. Enter the Meal Category (optional)

    Meal Category Definition
    Donor Event An event with the specific purpose of discussing existing and future gifts with a current or prospective donor.
    Employee Morale An event with the specific purpose of gathering colleagues together for team building activities.
    Faculty Recruit A meal with a potential faculty member where employment with the university is discussed.
    Invited Speaker A meal with an invited speaker, hosted by their campus sponsor, and may include six or more attendees.
  10. If the expense includes other business or personal expenses, itemize expenses:
  11. Select Return to List
  12. Select Next
Car Rental
  • Car Rental may require a special entry in Details if additional insurance is purchased with the rental.
  • Car rental insurance is not reimbursable for U.S. trips (except for Hawaii) for Stanford personnel. If purchased by the traveler, the insurance charge will be treated as a personal expense, and should be itemized as a personal expense in the expense report.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Details icon
  4. Select the Country of Activity and Foreign Activity Type defined in events preferences from the drop-down menus in the Additional Information section

  5. Select Itemize
  6. Enter Number of Days for the length of the rental period in the Itemized Business Expenses sectionBased on a 24-hour day, round to the nearest whole day count.
  7. Itemize car rental insurance if purchased:
  8. Select Return to list
  9. Select Next
Conference Registration
  • 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 Policy: Student Travel for more information.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Conference Registration from Expense Type drop-down list
  4. Enter all conference attendees and the amount of the payment applicable to each in Remarks field If no receipt is provided, please contact the conference facilitator for duplicate copy. Conference Registration receipts are always required.
  5. If the expense included other business or personal expenses, itemize expenses:
  6. Select Return to List
  7. Select Next
Gifts - Foreign Activity

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Gifts - Foreign Activity from Expense Type drop-down list
  4. Select Details icon
  5. Enter a description of the gift(s) in the Remarks field (required)
  6. In the Gift Recipients section, click the Add Recipient icon (with a green plus sign) on table to add a recipient
  7. Select Employee or Non-Employee from the Type drop-down list
  8. Enter the recipient's name (Last name, First name)
  9. Enter amount
  10. Repeat Steps f through i until all recipients are added
  11. Select Return to List
  12. Select Next
Group Travel Meal
  • 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 Policy: Travel Meals.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Group Travel Meal from Expense Type drop-down list
  4. Select Details icon
  5. Enter remarks with details about the mealIf less than 5 attendees, enter names in Remarks. If more, attach a list to backup.
  6. Select the Country of Activity and Foreign Activity Type defined in events preferences from the drop-down menus in the Additional Information section
  7. Enter the Number of Attendees 
  8. Select Meal Type from the drop-down
    • Breakfast
    • Lunch
    • Dinner
  9. Select Return to List
  10. Select Next
Group Travel Meal with Alcohol

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Group Travel Meal with Alcohol from Expense Type drop-down list
  4. Select Details icon
  5. Enter remarks with details about the mealIf less than 5 attendees, enter names in Remarks. If more, attach a list to backup.
  6. Select the Country of Activity and Foreign Activity Type defined in events preferences from the drop-down menus in the Additional Information section
  7. Enter the Number of Attendees
  8. Enter the Meal Type in the drop-down
    • Breakfast
    • Lunch
    • Dinner
  9. Select Return to List
  10. Select Next
Human Subject Incentive
  • The Human Subject Incentive expense type is used to clear an advance or request reimbursement for out-of-pocket expenses for incentive payments (cash or non-cash) to individuals participating in a research project, survey or study.
  • Refer to Topic Overview:  Other Business Expenses, Human Subjects section for more information.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Human Subject Incentive from Expense Type drop-down list
  4. Select Details icon
  5. Provide details in the Remarks field
  6. Select Return to List
  7. Select Next
Lodging - Foreign and Domestic
  • 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.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Lodging – Foreign and Domestic from Expense Type drop-down list
  4. Select Details icon
  5. Select Itemize
  6. If no receipt is provided, please contact the hotel for a duplicate copy Lodging receipts are always required.
  7. Enter Number of Nights in the Itemized Business Expenses section to reflect the length of the stay The Daily Rate will adjust accordingly.
  8. Enter Location using the search function in the Additional Information section
    1. Type the name of the city in the field
    2. Select the magnifying glass
    3. Select the city from the pop-up window to verify the selection
    4. Use the percent (%) sign as a wildcard before and after the search criteria to broaden the results
  9. Enter the name of the Hotel
  10. Enter any additional relevant information in the Remarks field
  11. Select Add Another Row button to itemize expenses other business or personal expenses
  12. Select Return to List
  13. Select Next
Membership Dues
  • 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 Beneficiary on the General Information screen.
  • Refer to Topic Overview:  Other Business Expenses, Dues and Subscription section for more information.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Membership Dues from Expense Type drop-down list
  4. Enter a description of the membership in the Remarks field
  5. 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
  6. Select Next
Miscellaneous - Foreign
  • The Miscellaneous expense type may be applied to supplies, postage, photocopies, publication printing, books, DSL charges, overseas faculty support and employee recruitment. For more information, refer to Topic Overview:  Other Business Expenses, Reimbursable Expenses section for more information.
  • Itemization is required if more than one item was purchased on the receipt.

Details are required for the Miscellaneous - Foreign expense type.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Miscellaneous - Foreign from Expense Type drop-down list
  4. Select Details icon
  5. Enter a description of the items purchased in the Remarks field (required)
  6. If more than one item was purchased on the receipt:
  7. Select Return to List
  8. Select Next
Other Transportation
  • The Other Transportation or Ground Transportation expense type is for transportation expenses other than airfare, car rental or truck rental, such as taxi, limousine, train, parking and fuel for car or truck rental.
  • Refer to Policy: Ground Transportation for more information.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Other Transportation from Expense Type drop-down list
  4. Select Details icon
  5. Enter a description of transportation in the Remarks field
  6. 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
  7. If the expense included other business or personal expenses, itemize expenses:
  8. Select Return to List
  9. Select Next
STAP - Foreign
  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select STAP - Foreign from Expense Type drop-down list
  4. Select Details icon
  5. Enter employee's name (Last name, First name) in the Attendee and Recipient Details section
  6. If the employee's STAP funds will not fully pay for the course, itemize the line to assign the balance to Conference Registration:

    Itemize STAP Funds

    1. Indicate the amount of STAP funds to be used in the Itemized Receipt Amount field
    2. Select Add Another Row
    3. Select Conference Registration from the Itemized Expense Type drop-down list
    4. Indicate the amount to be applied to Conference Registration fees

  7. Select Return to List
  8. Select Next
Subscriptions - Foreign
  • Use the Subscriptions expense type to report expenses related to purchasing or maintaining a subscription to a journal, magazine, newsletter or other information source.
  • Refer to Topic Overview:  Other Business Expenses, Dues and Subscription section for more information.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Subscriptions - Foreign from Expense Type drop-down list
  4. Select Details icon
  5. Enter a description of the subscription in the Remarks field
  6. Select Return to List
  7. Select Next
Travel Meal - Single Meal
  • 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 Policy: Travel Meals.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Travel Meal – Single Meal from Expense Type drop-down list
  4. Enter the meal type in Remarks (optional)
    • Breakfast
    • Lunch
    • Dinner
    • Total
  5. If the expense included other business or personal expenses, itemize expenses:
  6. Select Next
Travel Meal - Single Meal with Alcohol

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Travel Meal – Single Meal with Alcohol from Expense Type drop-down list
  4. Enter the meal type in Remarks (optional)
    • Breakfast
    • Lunch
    • Dinner
  5. If the expense included other business or personal expenses, itemize expenses:
  6. Select Next
Travel Meals - Daily Total
  • 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 Policy: Travel Meals.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Travel Meals – Daily Total from Expense Type drop-down list
  4. Enter the meal type in Remarks – Total (optional)
  5. If the expense included other business or personal expenses, itemize expenses:
  6. Select Next
Travel Meals - Daily Total with Alcohol
  • 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 Policy: Travel Meals for more information.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Travel Meal – Daily Total with Alcohol from Expense Type drop-down list
  4. Enter the meal type in Remarks – Total (optional)
  5. If the expense included other business or personal expenses, itemize expenses:
  6. Select Next
Per Diem Expenses
Lodging
  • 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.
  • Refer to Policy: Lodging for more information.

  1. Select Per Diem Expenses tab
  2. Enter Start Date
  3. Select an Expense Type from the drop-down list
    • Alaska/Hawaii Lodging
    • Continental US Lodging 
    • International Lodging
  4. Enter location name (city name) in Location and select from search
  5. Enter Number of Days (enter the number of nights spent at that location)
  6. Select Details icon Multiple Locations on a Single Trip

    1. Select Multiple Locations checkbox
    2. Enter Start Date and Location for each destination
  7. Verify that Country of Activity and Foreign Activity Type are correct
  8. Select Generate Per Diem
  9. Select Return to List
  10. Select Next
Meals
  • 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 Policy: Travel Meals for more information.

  1. Select Per Diem Expenses tab
  2. Enter Start Date
  3. Select an Expense Type from the drop-down list
    • Alaska/Hawaii Meals
    • Continental US Meals
    • International Meals 
  4. Enter location name (city name) in Location and select from search
  5. Enter Number of Days (enter the number of nights spent at that location)
  6. Select Details icon Multiple Locations on a Single Trip

    1. Select Multiple Locations checkbox
    2. Enter Start Date and Location for each destination
  7. 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.
  8. Select Meals Deductions (specific breakfast, lunch and dinner meals to be deducted from the per diem total)
  9. Select Recalculate
  10. Select Return to List
  11. Select Next
Mileage Expenses
Personal Automobile Mileage

Mileage refers to miles travelled in a personal automobile. Refer to Mileage Reimbursement Rates for more information. 

  1. Select Mileage Expenses tab
  2. Enter Expense Date
  3. Enter From and To Locations in Remarks field
  4. Determine distance in miles using Google Maps
  5. Enter Miles
  6. Select Details icon
  7. Verify that Country of Activity and Foreign Activity Type are correct
  8. Select Return to List
  9. Select Calculate The reimbursable amount for mileage will display.
  10. Select Next

Designate PTAEs on Allocations and Approvers screen using any combination of these 3 options:

Manually Enter PTAEs
  1. Enter Project, Task, Award information for each line
  2. Select Expenditure Type for each line A commonly used expenditure type may appear. If the field is blank, select from the drop-down list.
Apply My Allocations Preferences
  1. Select the radio button to select one, multiple or all expense lines
  2. Select one of the pre-set expense allocations from My Allocation drop-down list Refer to How To: Set My Allocation Preferences for more information.
  3. Select Apply
  4. 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

Demo: PTAE Allocation Preferences

Update/Split Allocations
  • To enter a new PTA (not in My Allocations) and allocate to one, multiple or all expense lines and/or
  • To enter a split PTA allocation and allocate to one, multiple or all expense lines
  1. Select the radio button to select expense lines to be allocated
  2. Select Update Allocation
  3. Select an Allocation Method
    • Mass Allocation or Single PTA
    • Equal Split
    • Amount Split
    • Percentage Split
  4. Select the plus sign on table to add a new row for each PTA for a split allocation
  5. Enter the Project, Task, Award information (PTAs)
  6. Enter Amount or Percentage of split for each PTA, if necessary
  7. Enter Allocation Reason to describe the reason for allocation to multiple PTAs (optional) Save Allocation in My Allocation Preferences
    You may 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
  8. Select Apply
  9. Select Expenditure Type for each line A commonly used expenditure type may appear. If the field is blank, select from the drop-down list.

 Demo: Split Allocation

Designate approver(s) on Allocations and Approvers screen using any combination of these 3 options:

Apply My Approvers Preferences
  1. Select one of the pre-set approvers from My Approvers drop-down list
  2. Select Apply
  3. Enter the approver's sequence or send in parallel (enter 1, 2, 3 for sequence; assign all approver's "1" for in parallel routing)
  4. Enter Notes to each approver (if needed)
  5. 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.

If an approver is incorrect for a PTA, please have that approver submit a Support Request to have the authority updated. 

Populate Default Approver(s)
  1. Select Populate/Refresh to add default PTA approver(s)Approvers that display when Populate/Refresh is selected will have the appropriate approval authority for the PTAs. If expense lines have been allocated to more than one PTA, there could be more than one approver showing in the approver routing list.
  2. Enter the approver's sequence or send in parallel (enter 1, 2, 3 for sequence; assign all approver's "1" for in parallel routing)
  3. Enter Notes to each approver (if needed)
  4. 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.

If an approver is incorrect for a PTA, please have that approver submit a Support Request to have the authority updated. 

Manually Add Approver(s)/FYI Recipient(s)/Pre-Approvers
  1. Select the plus sign on table to add an approver
  2. Select the magnifying glass icon
  3. Enter the approver's name (Last name, First name)
  4. Select Go
  5. Select Quick Select icon next to the approver's name
  6. Select Approver, FYI or Pre-Approver from Approver/FYI drop-down list
  7. Enter the Approval Sequence number (enter 1, 2, 3 for sequence; assign all approver's “1” for in parallel routing, assign Pre-Approvers 1).
  8. Enter Notes to each approver (if needed)
  9. Select Next when the Approver Routing List is complete

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 approver. There must be a "Yes" displaying in the default approver column for at least one approver per PTA.

If an approver is incorrect for a PTA, please have that approver submit a Support Request to have the authority updated. 

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.

Apply Advance
  1. Select the flashlight next to the Advance Number field
  2. Select Go to view all available advances
  3. Select applicable advance from the list
  4. Enter the amount to be applied
  5. Select Next
Do Not Apply Advance
  1. Enter An advance does not apply in Remarks field
  2. 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.

Expense reports must have attachments uploaded to the line for Airfare, Lodging and Conference Registration.

Demo: Attach/View Receipts

Upload Attachments Directly to a Line on the Review Page
  1. Scan or use a smartphone to photograph required receipts and documents to be attached to the transaction into a file
  2. Name each file with a unique name and save on the computer Allowed file formats include .pdf, .jpg, .png, .doc, .docx, .xls, .xlsx.
  3. Select green plus sign (if available)
  4. Select Browse to navigate to file
  5. Select file
  6. Select Open
  7. Repeat until all files for the line are in Files ready to upload
  8. Select Upload file(s) File(s) will appear in View Attachments.
  9. Select Close
    • Green plus sign changes to paper clip to indicate file(s) attached
       
Upload Attachments to the Transaction Using Attach/View Receipts
  1. Scan or use a smartphone to photograph required receipts and documents to be attached to the transaction into a file
  2. Name each file with a unique name and save on the computer Allowed file formats include .pdf, .jpg, .png, .doc, .docx, .xls, .xlsx.
  3. Select Attach/View Receipts button to open the Attachments window
  4. Do Not select a line
  5. Select Browse to navigate to file
  6. Select file
  7. Select Open
  8. Repeat until all files are in Files ready to upload
  9. Select Upload file(s) File(s) will appear in View Attachments.
  10. Files attached to the transaction display N/A in the Expense Source and For Transaction Line(s) columns
  11. Select Close to close the Attachments window

    Reassign Attachments to a Line (if required)
    1. Click Attach/View Receipts button to open the Attachments window
    2. Scroll down and select the Reassign icon for the attachment
    3. Select the Document Type
    4. Select the line to which the attachment is to be reassigned
    5. Click Save
    6. Repeat for all uploaded attachments that must be reassigned to a line

Fax Attachments
  1. Select Attach/View Receipts on the Transaction Review screen
  2. 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.
  3. Close the Bar Code Cover Page window
  4. Send an individual fax for each line that requires an attachment
  5. 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.
  6. Select Attach/View Receipts to open the Attachments window Faxes will display in the View Attachments section, attached at the transaction level.
  7. Select Close to close the Attachments window

    Reassign Attachments to a Line (if required)
    1. Click Attach/View Receipts button to open the Attachments window
    2. Scroll down and select the Reassign icon for the attachment
    3. Select the Document Type
    4. Select the line to which the attachment is to be reassigned
    5. Click Save
    6. Repeat for all uploaded attachments that must be reassigned to a line

Demo: Fax Attachments

  1. 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.
    • Use the Back button, if necessary, to return to previous pages for corrections.
  2. Attach all receipts and backup documentation (Received of Petty Cash Form) by selecting Attach View Receipts or the Attach icon for a specific expense line
  3. Select Submit to submit the transaction once all receipts and backup documents have been attached
What Happens Next?

For Athletics Use Only

  • All expenses for a trip or that pertain to a single business purpose should be included in one expense report.
  • Collect all receipts for a trip or that pertain to one business purpose, organize them by TCard or Cash and by expense type, then scan and save them by individual expense type on the computer desktop. Upload the files as soon as the expense report is ready to submit. Faxing receipts and supporting documents is available, if necessary.
    • Create individual files for all airfare, conference registration and lodging receipts, as these will need to be attached individually to the corresponding line in the expense report.
    • All other receipts and supporting documents can be scanned into a single file, if desired.
  • If an expense has been pre-approved, obtain supporting documentation from the Pre-Approver (which must be attached to the transaction), and add the Pre-Approver to the Approver Routing List.
  1. Enter ofweb.stanford.edu in the browser
  2. Click Login
  3. As prompted, log in using SUNet ID and password
  1. Select SU Expense Requests
  1. Select SU Payee under Expense Report in the Create New Transaction column
  2. Select Athletics Use Only from the Category drop-down list
  1. 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.
  2. Select Yes or No in the Rush Processing drop-down menu
  3. 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)

  4. 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.
  5. 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.
  6. 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.

  7. Provide beneficiary names and information, as appropriate
    • A student must be entered as Employee.
    • Beneficiary of Gift and STAP expenses are not entered here, but will be entered later in the process with the expense line.

    Enter Beneficiary Information

    1. Select plus sign on table to add a line
    2. Select Type (Employee or Non-Employee)
    3. Enter Name (if employee, enter last name, first name and make the selection)
    4. Select Non-Resident Alien (Yes or No)
    5. Enter Amount (USD amount for which the individual was beneficiary)
    6. Repeat for each individual beneficiary

  8. Select Next

All expenses for a trip or that pertain to a single business purpose should be included in one expense report.

  1. 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.
  2. Select Next or Previous to view additional transactions if necessary
  3. Select Next
  1. Identify any fully personal transactions (when applicable):
    1. Select the checkbox for each fully personal transaction
    2. Select Categorize as Personal button
      • The fully personal transactions will be listed as personal expenses.
  2. Select expense types that apply to these expenses for customized instructions:
Airfare
  • 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.

The expense date and expense type will auto-fill for TCard airline expenses. Airfare requires specific entries in Details:

  1. Select the Details icon
  2. If no receipt is provided, please contact the airline for duplicate Airfare receipts are always required at the line item level.
  3. Select the Class of Ticket, if not pre-populated Business and first class require an explanation in Remarks.

    When 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.
  4. Enter the Departure and Destination Airport codes
  5. Indicate if the flight was round trip or one way
  6. Select the Travel Booking Method
  7. Select the Airline
  8. 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.

    1. Select Itemize
    2. Select Add Another Row
    3. Select Airfare from the Expense Type drop-down list
    4. Select the Class of Ticket
    5. Enter Departure and Destination Airport codesof the first leg
    6. Select the Travel Booking Method
    7. Select the Airline
    8. Repeat Steps 2 through 7 until all legs are listed
  9. If the airline expense contains another expense that needs to be itemized, refer to the instructions below:
  10. Select Return to List
  11. Select Next
Ancillary Airline Fee

The Ancillary Airline Fee is to be selected for charges that come in as Airfare, but are actually for some other fee charged by the airline, for example:

  • Upgrade from Coach to Economy Plus
  • Checked baggage
  • Reserved seat
  • Inflight meals
  • Wi-Fi
  • Curb-side check-in
  • Early boarding

  1. Select Ancillary Airline Fee from Expense Type drop-down list If the charge came in as Airfare, change the expense type to Ancillary Airline Fee.
  2. Enter a description of the fee in the Remarks field
  3. 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
  4. Select Next
Business Meal
  • 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 Policy: Business Meals.

  1. Select Business Meal from Expense Type drop-down list
  2. Select Details icon
  3. Enter the full business purpose (who, what, when, where and why) for the meal in the Remarks field, including the attendee names and Stanford Affiliation (employee or student) For groups of 10 or less, list attendees in Remarks. For 11 or more, attach an attendee list.
  4. Enter the Number of Attendees at the meal in the Additional Information section
  5. Select the Meal Type in the drop-down
    • Breakfast
    • Lunch
    • Dinner
  6. Enter the Meal Category (optional)

    Meal Category Definition
    Donor Event An event with the specific purpose of discussing existing and future gifts with a current or prospective donor.
    Employee Morale An event with the specific purpose of gathering colleagues together for team building activities.
    Faculty Recruit A meal with a potential faculty member where employment with the university is discussed.
    Invited Speaker A meal with an invited speaker, hosted by their campus sponsor, and may include six or more attendees.
  7. If the expense includes other business or personal expenses, itemize expenses:
  8. Select Return to List
  9. Select Next
Business Meal with Alcohol
  • 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 Policy: Business Meals for more information.

  1. Select Business Meal with Alcohol from Expense Type drop-down list
  2. Select Details icon
  3. Enter the full business purpose (who, what, when, where and why) for the meal in the Remarks field, including the attendee names and Stanford Affiliation (employee or student). For groups of 10 or less, list attendees in Remarks. For 11 or more, attach an attendee list.
  4. Enter the Number of Attendees at the meal in the Additional Information section
  5. Select the Meal Type in the drop-down
    • Breakfast
    • Lunch
    • Dinner
  6. Enter the Meal Category (optional)

    Meal Category Definition
    Donor Event An event with the specific purpose of discussing existing and future gifts with a current or prospective donor.
    Employee Morale An event with the specific purpose of gathering colleagues together for team building activities.
    Faculty Recruit A meal with a potential faculty member where employment with the university is discussed.
    Invited Speaker A meal with an invited speaker, hosted by their campus sponsor, and may include six or more attendees.
  7. If the expense includes other business or personal expenses, itemize expenses:
  8. Select Return to List
  9. Select Next
Car Rental
  • Car Rental may require a special entry in Details if additional insurance is purchased with the rental.
  • Car rental insurance is not reimbursable for U.S. trips (except for Hawaii) for Stanford personnel. If purchased by the traveler, the insurance charge will be treated as a personal expense, and should be itemized as a personal expense in the expense report.

The expense date and expense type will auto-fill for TCard car rental expenses. Car rental requires specific entries in Details:

  1. Select Details icon
  2. Select Itemize
  3. Enter Number of Days for the length of the rental period in the Itemized Business Expenses sectionBased on a 24-hour day, round to the nearest whole day count.
  4. Itemize car rental insurance if purchased:
  5. Select Return to list
  6. Select Next
Conference Registration - Entry 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 Policy: Student Travel for more information.

  1. Select Conf Reg - Entry Fees from Expense Type drop-down list
  2. Enter all conference attendees and the amount of the payment applicable to each in Remarks field If no receipt is provided, please contact the conference facilitator for duplicate copy. Conference Registration receipts are always required.
  3. If the expense included other business or personal expenses, itemize expenses:
  4. Select Next
Food
  • The Food expense type should be used to account for food or meals for team members and/or individuals.
  • Do not use the Food expense type if alcohol is being expensed. When alcohol is part of a meal, use one of the expense types that include Alcohol, such as, Business Meal with Alcohol or Group Travel Meal with Alcohol expense type.

  1. Select Food from Expense Type drop-down list
  2. Enter any notes in Remarks field (optional)
  3. Select Next
Gifts

  1. Select Gifts from Expense Type drop-down list
  2. Enter a description of the gift(s) in the Remarks field (required)
  3. Select Details icon
  4. Select plus sign on table to add a recipient
  5. Select Employee or Non-Employee from the Type drop-down list
  6. Enter the recipient's name (Last name, First name)
  7. Enter amount
  8. Repeat Steps e through h until all recipients are added
  9. Select Return to List
  10. Select Next
Ground Transportation
  • The Other Transportation or Ground Transportation expense type is for transportation expenses other than airfare, car rental or truck rental, such as taxi, limousine, train, parking and fuel for car or truck rental.
  • Refer to Policy: Ground Transportation for more information.

  1. Select Ground Transportation from Expense Type drop-down list
  2. Enter a description of transportation (e.g., train ticket from Boston to New York City, taxi, etc.)  in the Remarks field
  3. If the expense included other business or personal expenses, itemize expenses:
  4. Select Next
Group Travel Meal
  • 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 Policy: Travel Meals.

  1. Select Group Travel Meal from Expense Type drop-down list
  2. Select Details icon
  3. Enter remarks with details about the mealIf less than 5 attendees, enter names in Remarks. If more, attach a list to backup.
  4. Enter the Number of Attendees under Additional Information
  5. Select Meal Type from the drop-down
    • Breakfast
    • Lunch
    • Dinner
  6. Select Return to List
  7. Select Next
Group Travel with Alcohol
  • 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 Policy: Travel Meals.

  1. Select Group Travel Meal with Alcohol from Expense Type drop-down list
  2. Select Details icon
  3. Enter remarks with details about the mealIf less than 5 attendees, enter names in Remarks. If more, attach a list to backup.
  4. Enter the Number of Attendees under Additional Information
  5. Enter the Meal Type in the drop-down
    • Breakfast
    • Lunch
    • Dinner
  6. Select Return to List
  7. Select Next
Lodging
  • 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.

The expense date and expense type will auto-fill for TCard lodging expenses. Details are required for all Lodging expenses.

  1. Select Details icon
  2. Select Itemize
  3. If no receipt is provided, please contact the hotel for a duplicate copy Lodging receipts are always required.
  4. Enter Number of Nights in the Itemized Business Expenses section to reflect the length of the stay The Daily Rate will adjust accordingly.
  5. Enter Location using the search function in the Additional Information section
    1. Type the name of the city in the field
    2. Select the magnifying glass
    3. Select the city from the pop-up window to verify the selection
    4. Use the percent (%) sign as a wildcard before and after the search criteria to broaden the results
  6. Enter the name of the Hotel
  7. Enter any additional relevant information in the Remarks field
  8. Select Add Another Row button to itemize expenses other business or personal expenses
  9. Select Return to List
  10. Select Next
Membership Dues
  • 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 Beneficiary on the General Information screen.
  • Refer to Topic Overview:  Other Business Expenses, Dues and Subscription section for more information.

  1. Select Membership Dues from Expense Type drop-down list
  2. Enter a description of the membership in the Remarks field
  3. Select Next
Miscellaneous
  • 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 Beneficiary on the General Information screen.
  • Refer to Topic Overview:  Other Business Expenses, Dues and Subscription section for more information.

  1. Select Membership Dues from Expense Type drop-down list
  2. Enter a description of the membership in the Remarks field
  3. Select Next
STAP
  1. Select STAP from Expense Type drop-down list
  2. Select Details icon
  3. Enter employee's name (Last name, First name) in the Attendee and Recipient Details section
  4. If the employee's STAP funds will not fully pay for the course, itemize the line to assign the balance to Conference Registration:

    Itemize STAP Funds

    1. Indicate the amount of STAP funds to be used in the Itemized Receipt Amount field
    2. Select Add Another Row
    3. Select Conference Registration from the Itemized Expense Type drop-down list
    4. Indicate the amount to be applied to Conference Registration fees

  5. Select Return to List
  6. Select Next

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Subscription
  • Use the Subscriptions expense type to report expenses related to purchasing or maintaining a subscription to a journal, magazine, newsletter or other information source.
  • Refer to Topic Overview:  Other Business Expenses, Dues and Subscription section for more information.

  1. Select Subscriptions from Expense Type drop-down list
  2. Enter a description of the subscription in the Remarks field
  3. Select Next

On the Transaction Lines screen, note the three available tabs:

  1. Transaction Lines – use this tab to report cash and personal credit card expenses
  2. Per Diem Expenses – use this tab to report Per Diem expense
  3. 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:

Transaction Lines
Airfare
  • 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.

Be sure to prepare an individual airfare receipt file to upload directly to this line before submitting the expense report.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Airfare from the Expense Type drop-down list
  4. Select the Details icon
  5. If no receipt is provided, please contact the airline for duplicate Airfare receipts are always required at the line item level.
  6. Select the Class of TicketBusiness and first class require an explanation in Remarks.

    When 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.
  7. Enter the Departure and Destination Airport codes
  8. Indicate if the flight was round trip or one way
  9. Select the Travel Booking Method
  10. Select the Airline
  11. 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.

    1. Select Itemize
    2. Select Add Another Row
    3. Select Airfare from the Expense Type drop-down list
    4. Select the Class of Ticket
    5. Enter Departure and Destination Airport codesof the first leg
    6. Select the Travel Booking Method
    7. Select the Airline
    8. Repeat Steps 2 through 7 until all legs are listed
  12. If the airline expense contains another expense that needs to be itemized, refer to the instructions below:
  13. Select Return to List
  14. Select Next
Ancillary Airline Fee

The Ancillary Airline Fee is to be selected for charges that come in as Airfare, but are actually for some other fee charged by the airline, for example:

  • Upgrade from Coach to Economy Plus
  • Checked baggage
  • Reserved seat
  • Inflight meals
  • Wi-Fi
  • Curb-side check-in
  • Early boarding

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Ancillary Airline Fee from Expense Type drop-down list
  4. Enter a description of the fee in the Remarks field
  5. Select Next
Business Meal
  • 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 Policy: Business Meals.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Business Meal from Expense Type drop-down list
  4. Select Details icon
  5. Enter the full business purpose (who, what, when, where and why) for the meal in the Remarks field, including the attendee names and Stanford Affiliation (employee or student) For groups of 10 or less, list attendees in Remarks. For 11 or more, attach an attendee list.
  6. Enter the Number of Attendees at the meal in the Additional Information section
  7. Select the Meal Type in the drop-down
    • Breakfast
    • Lunch
    • Dinner
  8. Enter the Meal Category (optional)

    Meal Category Definition
    Donor Event An event with the specific purpose of discussing existing and future gifts with a current or prospective donor.
    Employee Morale An event with the specific purpose of gathering colleagues together for team building activities.
    Faculty Recruit A meal with a potential faculty member where employment with the university is discussed.
    Invited Speaker A meal with an invited speaker, hosted by their campus sponsor, and may include six or more attendees.
  9. If the expense includes other business or personal expenses, itemize expenses:
  10. Select Return to List
  11. Select Next
Business Meal with Alcohol
  • 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 Policy: Business Meals for more information.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Business Meal with Alcohol from Expense Type drop-down list
  4. Select Details icon
  5. Enter the full business purpose (who, what, when, where and why) for the meal in the Remarks field, including the attendee names and Stanford Affiliation (employee or student). For groups of 10 or less, list attendees in Remarks. For 11 or more, attach an attendee list.
  6. Enter the Number of Attendees at the meal in the Additional Information section
  7. Select the Meal Type in the drop-down
    • Breakfast
    • Lunch
    • Dinner
  8. Enter the Meal Category (optional)

    Meal Category Definition
    Donor Event An event with the specific purpose of discussing existing and future gifts with a current or prospective donor.
    Employee Morale An event with the specific purpose of gathering colleagues together for team building activities.
    Faculty Recruit A meal with a potential faculty member where employment with the university is discussed.
    Invited Speaker A meal with an invited speaker, hosted by their campus sponsor, and may include six or more attendees.
  9. If the expense includes other business or personal expenses, itemize expenses:
  10. Select Return to List
  11. Select Next
Car Rental
  • Car Rental may require a special entry in Details if additional insurance is purchased with the rental.
  • Car rental insurance is not reimbursable for U.S. trips (except for Hawaii) for Stanford personnel. If purchased by the traveler, the insurance charge will be treated as a personal expense, and should be itemized as a personal expense in the expense report.

The expense date and expense type will auto-fill for TCard car rental expenses. Car rental requires specific entries in Details:

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Car Rental from Expense Type drop-down list
  4. Select Details icon
  5. Enter Number of Days to reflect the length of the rental period in the Itemized Business Expenses section The daily rate will adjust accordingly. Based on a 24-hour day, round to the nearest whole day count.
  6. If car rental insurance is purchased, itemize the charge as a personal expense:
  7. Select Return to list
  8. Select Next
Conference Registration - Entry 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 Policy: Student Travel for more information.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Conf Reg - Entry Fees from Expense Type drop-down list
  4. Enter all conference attendees and the amount of the payment applicable to each in Remarks field If no receipt is provided, please contact the conference facilitator for duplicate copy. Conference Registration receipts are always required.
  5. If the expense included other business or personal expenses, itemize expenses:
  6. Select Next
Food
  • The Food expense type should be used to account for food or meals for team members and/or individuals.
  • Do not use the Food expense type if alcohol is being expensed. When alcohol is part of a meal, use one of the expense types that include Alcohol, such as, Business Meal with Alcohol or Group Travel Meal with Alcohol expense type.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Food from Expense Type drop-down list
  4. Enter any notes in Remarks field (optional)
  5. Select Next
Gifts

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Gifts from Expense Type drop-down list
  4. Enter a description of the gift(s) in the Remarks field (required)
  5. Select Details icon
  6. Select plus sign on table to add a recipient
  7. Select Employee or Non-Employee from the Type drop-down list
  8. Enter the recipient's name (Last name, First name)
  9. Enter amount
  10. Repeat Steps g through j until all recipients are added
  11. Select Return to List
  12. Select Next
Ground Transportation
  • The Other Transportation or Ground Transportation expense type is for transportation expenses other than airfare, car rental or truck rental, such as taxi, limousine, train, parking and fuel for car or truck rental.
  • Refer to Policy: Ground Transportation for more information.

  1. Enter Date of expense
  2. Enter receipt amount in Line Amount field
  3. Select Ground Transportation from Expense Type drop-down list
  4. Enter a description of transportation (e.g., train ticket from Boston to New York City, taxi, etc.) in the Remarks field
  5. If the expense included other business or personal expenses, itemize expenses:
  6. Select Next
Group Travel Meal