Create Expense Report for SU Payees

• 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

• 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 to open a new page
   • If no receipt is provided, please contact the airline for duplicate. Airfare receipts are always required at the line item level
2. Select Traveler’s Name (only the Payee or those names entered as beneficiaries can be selected) All travelers must be entered in the Beneficiary field first.
   • If the Stanford traveler has an active Airfare Ticket Number in Egencia, the optional Ticket Number field will activate as a drop down
     1. Select the search tool on that line
     2. Enter all or part of the Egencia information (use one of the 11 search options) and select Go or leave the field blank and select Go
     3. If more than one flight is shown, select the flight information for the airfare expense being reimbursed.
   Additional Information regarding Airfare Ticket Numbers

   1. Only Stanford Payee travelers will generate a list of Egencia Ticket Numbers.
   2. Selecting an Egencia Ticket Number from the drop down choices will auto fill fields in Additional Information.
   3. The Selected Ticket Amount will not override the Reimbursable Amount you entered for the transaction line.
   4. Any Airfare Ticket Numbers may be manually entered for reporting purposes in OBI reporting.
   5. If Egencia Ticket Numbers result in charges to the Travel Card, they should be referenced and cleared as usual.
   6. If Egencia Ticket Numbers DO NOT result in charges to an individual’s personal credit card, they do not need to be cleared or entered into the Expense Report. These ticket numbers will be cleared periodically from Expense Requests.

   
   List of possible options for Type of Airfare Tickets (These options do not affect the line amounts in the Expense Report - those must be entered manually)

   Airfare Ticket Type	Definition	Action
   Air Purchase	Ticket is purchased	Funds should be reimbursed after completed travel
   Air Cancel	Ticket is cancelled but funds must be used (exchanged) for another ticket or will be forfeited	Funds may be reimbursed after new travel is completed or ticket value expires
   Air Refund	Ticket is cancelled and funds are returned to the traveler	If Travel Card was used, charge and refund must be cleared together in one transaction
   Air Void	Ticket is voided within 24 hours of booking. No funds charged or credited.	Should not appear in ERS after 24 hours - do not expense unless there is a cost to the  traveler
   Air Exchange	Ticket has been exchanged for a new ticket	Do not expense unless there is a cost or credit to the traveler
   Special Request	Used for some air carriers (such as Southwest Airlines)

3. Select the Class of Ticket, if not pre-populated, Business and First Class require an explanation in Remarks.

   When the Airfare Class of Ticket is Business or First, the expense must be allocated to an unrestricted award and an unallowable expenditure type for the upgrade fee. In the event documentation of a Coach fare was unavailable, allocate one-third of the cost to an allowable expenditure type and the remaining two thirds to unallowable. For the university policy on international business class travel, refer to Fly America Act and Open Skies Exceptions.

4. Enter the Departure and Destination Airport codes
5. Indicate if the flight was Roundtrip or one way
6. 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. Expense Date defaults to original entry
   5. Enter portion of expense amount being itemized
   6. Select the Traveler’s Name
   7. Enter the Airfare Ticket Number for reference purposes in OBI reporting (Optional)
   8. Select the Travel Booking Method
   9. Select the Airline
   10. Select the Class of Ticket
   11. Enter Departure and Destination Airport codes of the first leg
   12. Indicate if the flight was Roundtrip or one way

   13. Repeat Steps 2 through 7 until all legs are listed

7. If the airline expense contains another expense that needs to be itemized (such as Ancillary Airline Fee), 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 this 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

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

• 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

• 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 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

• 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

• 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

• Remarks (or gift descriptions) and the names of gift recipients are required for Gifts.
• Refer to Topic Overview:  Other Business Expenses, Employee Gifts section for more information.

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

• 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

• Use Group Travel Meal with Alcohol expense type when a group of Stanford personnel share an ordinary and necessary travel meal that includes alcohol. 
• Meals that include alcohol should be coded using unallowable expenditure types. Refer to Topic Overview: Purpose and Use of Expenditure Type Codes.
• Refer to Policy: Travel Meals for more information.

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

• 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

• 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

• 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

• 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

• The Other Transportation expense type is for transportation expenses such as train, ferry, carpooling, and fuel for car or truck rental, etc. Transportation methods such as airfare, car rental or truck rental, taxi, limousine, should be entered under another appropriate Expense Types (Airfare, Airfare Ancillary Fee, Ground Transportation or Car Rental).
• Refer to 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

1. Select Parking Fees 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

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

• 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

• 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

• The Travel Meal – Single Meal with Alcohol expense types is used to enter a single meal (e.g., breakfast, lunch or dinner) that includes alcohol, including food, alcohol, tax and tip.
• Meals that include alcohol should be coded using unallowable expenditure types. Refer to Topic Overview: Purpose and Use of Expenditure Type Codes.
• Refer to Policy: Travel Meals for more information.

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

• 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

• 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

• 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

• 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 to open a new page
   • If no receipt is provided, please contact the airline for duplicate. Airfare receipts are always required at the line item level
5. Select Traveler’s Name
6. Enter the Airfare Ticket Number for reporting purposes in OBI reporting.
7. Select the Travel Booking Method
8. Select the Airline
9. Select the Class of Ticket

   Business and First Class require an explanation in Remarks
   When the Airfare Class of Ticket is Business or First, the expense must be allocated to an unrestricted award and an unallowable expenditure type for the upgrade fee. In the event documentation of a Coach fare was unavailable, allocate one-third of the cost to an allowable expenditure type and the remaining two thirds to unallowable. For the university policy on international business class travel, refer to Fly America Act and Open Skies Exceptions.

10. Enter the Departure and Destination Airport codes
11. Indicate if the flight was round trip or one way
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 from the Expense Type drop-down list
    4. Expense Date defaults to original entry
    5. Enter portion of expense amount being itemized
    6. Select the Traveler’s Name
    7. Enter the Airfare Ticket Number for reference purposes in OBI reporting (Optional)
    8. Select the Travel Booking Method
    9. Select the Airline
    10. Select the Class of Ticket
    11. Enter Departure and Destination Airport codes of the first leg

    Repeat Steps 2 through 7 until all legs are listed

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

     Itemize Expenses

    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

14. Select Return to List
15. Select Next

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

• 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

• 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 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

• 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

• 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

• Remarks (or gift descriptions) and the names of gift recipients are required for Gifts.
• Refer to Topic Overview:  Other Business Expenses, Employee Gifts section for more information.

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

• 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

• Use Group Travel Meal with Alcohol expense type when a group of Stanford personnel share an ordinary and necessary travel meal that includes alcohol. 
• Meals that include alcohol should be coded using unallowable expenditure types. Refer to Topic Overview: Purpose and Use of Expenditure Type Codes.
• Refer to Policy: Travel Meals for more information.

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

• 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

• 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

• 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

• 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

• The Other Transportation expense type is for transportation expenses such as train, ferry, carpooling, and fuel for car or truck rental, etc. Transportation methods such as airfare, car rental or truck rental, taxi, limousine, should be entered under another appropriate Expense Types (Airfare, Airfare Ancillary Fee, Ground Transportation or Car Rental).
• Refer to 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

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

• 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

• 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

• The Travel Meal – Single Meal with Alcohol expense types is used to enter a single meal (e.g., breakfast, lunch or dinner) that includes alcohol, including food, alcohol, tax and tip.
• Meals that include alcohol should be coded using unallowable expenditure types. Refer to Topic Overview: Purpose and Use of Expenditure Type Codes.
• Refer to Policy: Travel Meals for more information.

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

• 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

• 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

• 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

• 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 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

• 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 to open a new page
   • If no receipt is provided, please contact the airline for duplicate. Airfare receipts are always required at the line item level
2. Select Traveler’s Name (only the Payee or those names entered as beneficiaries can be selected) All travelers must be entered in the Beneficiary field first.
   • If the Stanford traveler has an active Airfare Ticket Number in Egencia, the optional Ticket Number field will activate as a drop down
     1. Select the search tool on that line
     2. Enter all or part of the Egencia information (use one of the 11 search options) and select Go or leave the field blank and select Go
     3. If more than one flight is shown, select the flight information for the airfare expense being reimbursed.
   Additional Information regarding Airfare Ticket Numbers

   1. Only Stanford Payee travelers will generate a list of Egencia Ticket Numbers.
   2. Selecting an Egencia Ticket Number from the drop down choices will auto fill fields in Additional Information.
   3. The Selected Ticket Amount will not override the Reimbursable Amount you entered for the transaction line.
   4. Any Airfare Ticket Numbers may be manually entered for reporting purposes in OBI reporting.
   5. If Egencia Ticket Numbers result in charges to the Travel Card, they should be referenced and cleared as usual.
   6. If Egencia Ticket Numbers DO NOT result in charges to an individual’s personal credit card, they do not need to be cleared or entered into the Expense Report. These ticket numbers will be cleared periodically from Expense Requests.

   
   List of possible options for Type of Airfare Tickets (These options do not affect the line amounts in the Expense Report - those must be entered manually)

   Airfare Ticket Type	Definition	Action
   Air Purchase	Ticket is purchased	Funds should be reimbursed after completed travel
   Air Cancel	Ticket is cancelled but funds must be used (exchanged) for another ticket or will be forfeited	Funds may be reimbursed after new travel is completed or ticket value expires
   Air Refund	Ticket is cancelled and funds are returned to the traveler	If Travel Card was used, charge and refund must be cleared together in one transaction
   Air Void	Ticket is voided within 24 hours of booking. No funds charged or credited.	Should not appear in ERS after 24 hours - do not expense unless there is a cost to the  traveler
   Air Exchange	Ticket has been exchanged for a new ticket	Do not expense unless there is a cost or credit to the traveler
   Special Request	Used for some air carriers (such as Southwest Airlines)

3. Select the Class of Ticket, if not pre-populated, Business and First Class require an explanation in Remarks.

   When the Airfare Class of Ticket is Business or First, the expense must be allocated to an unrestricted award and an unallowable expenditure type for the upgrade fee. In the event documentation of a Coach fare was unavailable, allocate one-third of the cost to an allowable expenditure type and the remaining two thirds to unallowable. For the university policy on international business class travel, refer to Fly America Act and Open Skies Exceptions.

4. Enter the Departure and Destination Airport codes
5. Indicate if the flight was Roundtrip or one way
6. 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. Expense Date defaults to original entry
   5. Enter portion of expense amount being itemized
   6. Select the Traveler’s Name
   7. Enter the Airfare Ticket Number for reference purposes in OBI reporting (Optional)
   8. Select the Travel Booking Method
   9. Select the Airline
   10. Select the Class of Ticket
   11. Enter Departure and Destination Airport codes of the first leg
   12. Indicate if the flight was Roundtrip or one way

   13. Repeat Steps 2 through 7 until all legs are listed

7. If the airline expense contains another expense that needs to be itemized (such as Ancillary Airline Fee), 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 this 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

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 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

• 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

• Use Group Travel Meal with Alcohol expense type when a group of Stanford personnel share an ordinary and necessary travel meal that includes alcohol. 
• Meals that include alcohol should be coded using unallowable expenditure types. Refer to Topic Overview: Purpose and Use of Expenditure Type Codes.
• Refer to Policy: Travel Meals for more information.

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

• 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

• 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

• 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

• The Other Transportation expense type is for transportation expenses such as train, ferry, carpooling, and fuel for car or truck rental, etc. Transportation methods such as airfare, car rental or truck rental, taxi, limousine, should be entered under another appropriate Expense Types (Airfare, Airfare Ancillary Fee, Ground Transportation or Car Rental).
• Refer to 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

• 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

• The Travel Meal – Single Meal with Alcohol expense types is used to enter a single meal (e.g., breakfast, lunch or dinner) that includes alcohol, including food, alcohol, tax and tip.
• Meals that include alcohol should be coded using unallowable expenditure types. Refer to Topic Overview: Purpose and Use of Expenditure Type Codes.
• Refer to Policy: Travel Meals for more information.

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

• 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

• 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

• 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 to open a new page
   • If no receipt is provided, please contact the airline for duplicate. Airfare receipts are always required at the line item level
5. Select Traveler’s Name
6. Enter the Airfare Ticket Number for reporting purposes in OBI reporting.
7. Select the Travel Booking Method
8. Select the Airline
9. Select the Class of Ticket

   Business and First Class require an explanation in Remarks
   When the Airfare Class of Ticket is Business or First, the expense must be allocated to an unrestricted award and an unallowable expenditure type for the upgrade fee. In the event documentation of a Coach fare was unavailable, allocate one-third of the cost to an allowable expenditure type and the remaining two thirds to unallowable. For the university policy on international business class travel, refer to Fly America Act and Open Skies Exceptions.

10. Enter the Departure and Destination Airport codes
11. Indicate if the flight was round trip or one way
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 from the Expense Type drop-down list
    4. Expense Date defaults to original entry
    5. Enter portion of expense amount being itemized
    6. Select the Traveler’s Name
    7. Enter the Airfare Ticket Number for reference purposes in OBI reporting (Optional)
    8. Select the Travel Booking Method
    9. Select the Airline
    10. Select the Class of Ticket
    11. Enter Departure and Destination Airport codes of the first leg

    Repeat Steps 2 through 7 until all legs are listed

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

     Itemize Expenses

    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

14. Select Return to List
15. Select Next

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 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.
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

• 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.
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

• Use Group Travel Meal with Alcohol expense type when a group of Stanford personnel share an ordinary and necessary travel meal that includes alcohol. 
• Meals that include alcohol should be coded using unallowable expenditure types. Refer to Topic Overview: Purpose and Use of Expenditure Type Codes.
• Refer to Policy: Travel Meals for more information.

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.
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

• 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

• 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

• 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)

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

• The Other Transportation expense type is for transportation expenses such as train, ferry, carpooling, and fuel for car or truck rental, etc. Transportation methods such as airfare, car rental or truck rental, taxi, limousine, should be entered under another appropriate Expense Types (Airfare, Airfare Ancillary Fee, Ground Transportation or Car Rental).
• Refer to 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

• 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

• The Travel Meal – Single Meal with Alcohol expense types is used to enter a single meal (e.g., breakfast, lunch or dinner) that includes alcohol, including food, alcohol, tax and tip.
• Meals that include alcohol should be coded using unallowable expenditure types. Refer to Topic Overview: Purpose and Use of Expenditure Type Codes.
• Refer to Policy: Travel Meals for more information.

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

• 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

• 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 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