linear_scale How To

Create General Non-PO Payment Request

Non-PO Payments are used to pay for certain types of expenses that do not require a formal purchase order (PO), or for which negotiation by the Procurement department adds no value.

Create General Non-PO Payment Request for Single Payee

You may use Non-PO Payment requests to make payments directly to human subjects, royalty payments and payments to suppliers that do not require a purchase order, such as organizations for dues and subscriptions and conference registration. 

Honoraria uses Stanford Easy Pay and instructions for entering a transaction are found here: How To: Create Honoraria Using Easy Pay. Use Stanford Easy Pay to reimburse domestic and foreign visitors for eligible expenses, including relocation and recruitment.

Non-PO Payments for Single Payee can be requested for the following categories:

Non-PO Payment Categories for Single Payee
Conference RegistrationsHouse DuesRelocation
Dues and SubscriptionsHuman SubjectsRoyalties 
Employee TrainingOTL Inventor PaymentsSpecial Request 
FeesPostage (Meter Refills)TGP (Tuition Grant Program) and
TRP (Stanford Tuition Reimbursement Program)
Food & CateringPrizes and AwardsTransportation
Refunds  
  • See Guidelines for Use of Non-PO Payment Categories.

  • If an expense has been pre-approved, obtain supporting documentation from the Pre-Approver (which must be attached to the transaction), and add the Pre-Approver to the Approver Routing List. 

    The Expense Requests system allows for the entry of Non-PO Payment requests for multiple payees in one transaction as long as the payments share the same business purpose. See the Multiple Payees tab on this page.

  1. Go to Oracle Financials
  2. Select Login
  3. Enter SUNet ID and password, if prompted

  1. Select SU Expense Requests

  1. Select a Non-PO Payments Category from the list or select Other to view all Categories
  2. Confirm or select a Non-PO Payment Category from the drop-down
  3. Select Single Payee 

  4. Enter the Payee's name (last name, first name, or business name)

    OR search and select the payee by selecting the search icon (magnifying glass)

    • NOTE: If Payee is not in the database, follow instructions below to Add New Payee:
      1. Select Add New Payee to enter payee information
      2. Select Supplier or Visitor
      3. Select the radio button next to the correct Citizenship/Residence status
      4. Enter First Name and Last Name (Middle Name is optional)
      5. Select Country of Address
      6. Enter Address Line 1 (Address Line 2 is optional)
      7. Enter City
      8. Select State/Province if required
      9. Enter Postal/Zip Code if required
      10. Select Default Payment Method
        1. To request payment by check, or wire select Check or Wire
        2. To request payment by ACH/direct deposit to US bank, select Electronic
      11. Enter Payee /Agent Email
        1. Email address will auto-populate with the name of Stanford preparer if the Country of Address is outside of U.S.
        2. Enter payee email address if payee is a domestic visitor
      12. Select Save to save new payee data
        - Stanford will contact payee for further information as needed
         
  5. Select Rush Processing (Yes or No) (a fee applies if Yes is selected)
     

  6. Select Special Payment Type if needed

    • None if payment method should remain Check
    • Wire Domestic for electronic wire transfer to a US bank (additional fee applies)
    • Wire Foreign for electronic wire transfer to a foreign bank (additional fee applies)
      After selecting Wire, Select WIRE Account option

      For Wire Payment:
      1. Wire Domestic
        1. If Wire Domestic is selected, WIRE Account field appears (see below)
      2. Wire Foreign
        1. If Wire Foreign is selected, a new field appears
          1. Payment Currency (select from list of available currencies) - Currency in which you wish you make the payment. 
            - If foreign payment currency is not available in the drop down, please select USD.
      3. WIRE Account
        1. If Wire information has been entered into the account, that option(s) will appear to select.
        2. If Wire information has not been entered before, select, Need New Account Setup
          1. New field appears, requesting the contact information to setup a new Wire Account

          2. Enter Payee/ Authorized Agent/Email Address 

            For all Wire Payments: A processing fee will be charged. An unrestricted PTA to which the fee will be charged will be requested. Restricted PTAs (sponsored projects) will not allow a processing fee to be charged to them (Awards that begin with P, Q, R, S, R, U, V, W). If needed, check with the PTA approver or the department Financial Analyst before requesting a rush processing fee.

  7. Select Delivery Option: For Check payment only, defaults to US Mail, select Redwood City (RWC) Will Call as needed (must select Rush Processing first)

    A processing fee will be charged for Will Call checks. An unrestricted PTA to which the fee will be charged will be requested. Restricted PTAs (sponsored projects) will not allow a processing fee to be charged to them (Awards that begin with P, Q, R, S, R, U, V, W). If needed, check with the PTA approver or the department Financial Analyst before requesting a rush processing fee.

  8. Provide Beneficiary names and information on right of screen, when requested

    - When Beneficiary Information is requested,

    1. Select Type - Faculty, Staff or Student, or Visitor (found in Supplier Database) or Other
    2. Enter Name (last name, first)
    3. Select Non-Resident Alien (Yes or No, defaults to N/A)
    4. Enter USD Amount (USD amount for which the individual was beneficiary)
    5. Repeat for each individual beneficiary, select Add for another line

See the table of Categories requiring Beneficiary information below. For each Payment Category listed, respond with the Beneficiary information on right of screen when requested to indicate who is benefiting from the expense.

Payment Category 
Selected

Beneficiary Information Needed

Conference Registration

  • Enter all conference attendees and the amount of the payment applicable to each
  • To pay a vendor directly for a STAP Class via Conference Registration expense type, beneficiary information is mandatory and the amount being charged to STAP can not exceed $800 per employee per year.
  • Attach conference agenda to the transaction

Dues and Subscriptions

  • Enter all members or subscribers and the amount of the payment applicable to each

Employee Training

  • Enter employee(s) attending training and the amount of the payment applicable to each.
  • If STAP, enter STAP amount not to exceed $800 per employee.per year

Fees

  • Enter employee or non-employee beneficiaries of payment (individuals on whose behalf payment is made)

Relocation

  • Enter beneficiary of relocation payment (e.g. the employee being relocated).

Special Request

  • Enter employee or non-employee beneficiaries of payment (individuals on whose behalf payment is made)

Transportation

  • Enter employee or non-employee beneficiaries of payment (individuals on whose behalf payment is made)

Enter Non-PO Payee Information
Payee Already Set Up in the Payee Database
  1. Enter the Payee's name (last name, first name, or business name)
    • Or search and select the payee by clicking the search icon (magnifying glass)
Payee Not Yet Set Up in the Payee Database
  1. Select Add New Payee to enter payee information
  2. Select Supplier or Visitor
  3. Select the radio button next to the correct Citizenship/Residence status
  4. Enter First Name and Last Name (Middle Name is optional)
  5. Select Country of Address
  6. Enter Address Line 1 (Address Line 2 is optional)
  7. Enter City
  8. Select State/Province if required
  9. Enter Postal/Zip Code if required
  10. Select Default Payment Method
    • To request payment by check, wire or foreign draft, select Check or Wire
    • To request payment by ACH/direct deposit to US bank, select Electronic
  11. Enter Payee /Agent Email
    • Email address will auto-populate with the name of preparer if the Country of Address is outside of U.S.
    • Enter payee email address if payee is a domestic visitor
  12. Click Apply to save new payee data

Click Clear to delete all entered payee data.

The Payment Method is auto-filled based upon what the payee has set up (Electronic or Check) with Stanford's Supplier Enablement. 

For Check (special payment methods): 

  1. Select Rush Processing (Yes or No) (Select Yes if Will Call is desired, a fee applies if Yes selected)
  2. Select Special Payment Type
    1. None if payment method should remain Check
    2. Wire Domestic for electronic wire transfer to a US bank (additional fee applies)
    3. Wire Foreign for electronic wire transfer to a foreign bank (additional fee applies)

  3. Redwood City (RWC) Will Call (must select Rush Processing first) 

    See How To: Request Rush and Will Call Payments, What Happens Next section for instructions on the three methods available for Will Call.

    • Overnight delivery via FedEx, 
    • Delivery via Standard USPS and 
    • Pick up at the Stanford Redwood City campus by scheduling an appointment (Stanford Redwood City campus, University Hall, 1st floor, Transaction Services U101, 485 Broadway Street, Redwood City, CA 94063)
       
  4. On the Allocations and Approvers page, supply a PTA to which the $35 processing fee will be charged. Some PTAs are restricted (sponsored projects) and will not allow a processing fee to be charged to them (Awards that begin with P, Q, R, S, R, U, V, W). Check with the PTA approver or the department Financial Analyst before requesting a rush processing fee.

For Wire Payment:

For all Wire Payments: A $35 processing fee will be charged. On the Allocations and Approvers page, supply a PTA to which the fee will be charged. Some PTAs are restricted (sponsored projects) and will not allow a processing fee to be charged to them (Awards that begin with P, Q, R, S, R, U, V, W). Check with the PTA approver or the department Financial Analyst before requesting a rush processing fee.

  1. Select Special Payment Type,
    1. Wire Domestic
      1. If Wire Domestic is selected, WIRE Account field appears (see below)
    2. Wire Foreign
      1. If Wire Foreign is selected, a new field appears
        1. Payment Currency (select list of available currencies) - Currency in which you wish you make the payment
        2. Expense Amount - enter in USD or payment currency selected above
        3. Expense Currency - select the currency type entered as the amount above
    3. WIRE Account
      1. If Wire information has been entered into the account, that option(s) will appear to select.
      2. If Wire information has not been entered before, select Need New Account Setup
        1. New field appears, requesting the contact information to setup a new Domestic Wire
        2. Respond to Payee/ Authorized Agent/Email Address 

  1. Enter Business Purpose directly into the open Business Purpose field

    OR 

  2. Select Enter by Field (5 Ws) to enter the business purpose in the 5 required fields.

    Be aware that completing the Generate Business Purpose link will delete existing information in the Business Purpose field

    For payments to human subjects, subjects' names should NOT be included in the business purpose. Use a generic business purpose statement (e.g., Human Subject Payment) because Information concerning Human Subject participants is confidential. The study should not be named in the business purpose, but can be referred to by a protocol number or other study identifying number.

  3. Enter Payment Memo 
    1. Check box to Copy Business Purpose to Payment Memo (80 characters)
      Entry in the Payment Memo field will be printed on the check sent to the payee, and/or, in the case of an electronic payment, will be included in the remittance email sent to the payee.
  4. If available, select Activity Performed in California, Yes or No
    • Applicable only to Fees, Human Subjects, Relocation, and Special Requests categories
       

  5. Select Foreign Expense, Yes or No

    Was expense for goods used or services provided outside the U.S.? Learn more in the Expense Requests System Help, Foreign Expenses.

  6. Select Event Name (required for foreign expenses) from the drop-down menu or, If a new event is needed, select Create New Event (refer to How To: Create New Event for details). To display the selected event details below the Event Name field, select Show Event
  7. If Relocation category, enter Origin Location and Destination Location

  1. Select Add Line to display the Payee Information, Expense Date, Expense Type and allocation fields

    To Delete or Copy Lines, select the line to delete or copy by checking the box to the left of the line.
    - Changes to existing payees or suppliers must be completed prior to submitting a new payment request.

    Note: Alternatively, an Excel spreadsheet can be edited and uploaded with a list of payees and line information. Select Upload Lines for the Excel Spreadsheet and instructions. Learn more in How To: Upload Expense Lines from Excel.

  2. Enter Payee (person/entity being paid) name (last name, first name)

     It is recommended to select the Search screen (magnifying glass) to view full information for Payee. 
    - Changes to existing payees or suppliers must be completed prior to submitting a new payment request.

  3. Repeat entering Payee and Expense Lines until complete

    Alternatively, an Excel spreadsheet can be edited and uploaded with a list of payees and line information. Select Upload Lines for the Excel Spreadsheet and instructions. Learn more in How To: Upload Expense Lines from Excel.

  4. Enter Expense Date (when the expense occurred) using the calendar icon

    Expense Date must be in the past

  5. Select Expense Type from the dropdown (limited to those specific to the Non-PO Category)
  6. Enter Expense Currency or allow to default to USD 
  7. Enter Expense Amount to be paid 

  8. Review the USD Amount

    Currency conversion is automatic using OANDA Currency Converter rates per the date of the expense. 
    - The Preparer should insure the currency chosen is one that the customer's bank can transact.

    • If a payment currency other than USD is selected,  a new section, Foreign Currency Payment Fee, appears and must be completed. The same or a different non-sponsored PTA can be added to pay the handling fee for each payee being paid a non-USD currency. Some PTAs are restricted (sponsored projects) and will not allow a processing fee to be charged to them (awards that begin with P, Q, R, S, R, U, V or W). Check with your department finance person for the correct PTA.
       

  9. Repeat steps a to h above to include additional expense lines

Enter the PTA - Project, Task, Award using any combination of the options below: 

Apply My Allocations Preferences
  1. Save the transaction at bottom or top of page
  2. Check the box to the left to select one, multiple or all expense lines

  3. Select one of the pre-set expense allocations from My Allocation drop-down list

    Learn more in How To: Set My Allocation Preferences

  4. Select Apply
  5. Verify that the desired expenditure type has been applied to each expense line before submitting the transaction – correct as needed using the drop-down list
Manually Enter PTAEs
  1. Enter Project, Task, Award information for each line
  2. Select Expenditure Type for each line (choices dependent on Non-PO Category and Expense Type selected)

  3. If required documentation is missing enter explanation in Remarks

     

Update Allocations

  • To update a PTA allocation and allocate to different PTAs for one, multiple or all expense lines 

    and/or 

  • Enter a split PTA allocation and allocate to one, multiple or all expense lines

  1. Select the radio button to select expense lines to be allocated
  2. Select Update Allocation
  3. Select an Allocation Method
    • Equal Split
    • Percentage Split
    • Mass Allocation or Single PTA
  4. Select Add Row for each PTA for a split allocation
  5. Enter the Project, Task, Award information (PTAs)
  6. Enter Amount or Percentage of split for each PTA, if necessary
  7. Select Cancel, Preview, or Apply

  8. Add Allocation Set to My Allocations by checking the box (optional)

    Add Allocation in My Allocation Preferences
    Optionally, save this allocation in your My Allocation Preferences for use again. 
    1. Select Add Allocation Set to My Allocations checkbox
    2. Enter the Allocation Name

  9. Select Apply
  10. Select Expenditure Type for each line 

Designate approver(s) using any combination of these options:

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

FYI Recipients do not approve the expense report.
- If an approver has been deleted by mistake, select Populate/Refresh to return to original default approver. 
- If an approver is incorrect for a PTA, please have that approver submit a Support Request to have the authority updated.

Apply My Approvers Preferences
  1. Select one of the pre-set approvers from My Approvers drop-down list
  2. Select Apply
  3. Enter the approver's sequence or send in parallel (enter 1, 2, 3 for sequence; assign all approver's 1 for in parallel routing)
  4. Enter Notes to each approver (if needed)
Manually Add Approver(s)/FYI Recipient(s)/Pre-Approvers
  1. Select add approver
  2. Enter the Approval Sequence number (enter 1, 2, 3 for sequence; assign all approver's 1 for in parallel routing, assign Pre-Approvers 1).
  3. Select the magnifying glass icon
  4. Enter the approver's name (Last name, First name)
  5. Select Go
  6. Select Quick Select icon next to the approver's name
  7. Select Approver, FYI or Pre-Approver from Approver/FYI drop-down list
  8. Enter Notes to each approver (if needed)

FYI Recipients and Pre-Approvers do not "approve" the expense report, but will receive notifications regarding the transaction.
- If an approver has been deleted by mistake, select Populate/Refresh to return to original default approval list. There must be a Yes displaying in the default approver column for at least one approver per PTA.
- If an approver is incorrect for a PTA, please have that approver submit a Support Request to have the authority updated. 

All expense reports must include receipts and other supporting documentation. If an expense has been pre-approved, supporting documentation must be obtained from the Pre-Approver and attached to the expense line or to the transaction.

An attachment for Expense Requests, Easy Pay and PCard Transactions must be a legible copy of the entire receipt and clearly show: 

  • All text
  • Receipt Date
  • Location (when available)
  • Vendor/Business Name
  • Entire Receipt (Additional screenshots may be needed to include all of a lengthy receipt.
    Use the Event/Reason to capture the reason and add pg. 1, pg. 2, etc. to clarify.)

An image can be uploaded directly to the transaction or add attachments via the eReceipts application.

Upload Attachments Directly to a Line

  1. Scan or use a smartphone to photograph required receipts and documents to be attached to the transaction into a file

    Allowed file formats include: .heic, .jpg, .jpeg, .png, .gif, .pdf, .txt, .doc, .docx, .html, .rtf, .xml, .xls, .xlsx.

  2. Select green plus sign (if available)
  3. Select Choose Files to navigate to file
  4. Select file(s) or use Drag and Drop feature to add files
    • Allowable special characters to use in file names, includes:
      • parenthesis ()
      • dash/hyphen –
      • underscore _
      • dollar sign $
      • period .
      • comma ,
      • ampersand &
      • apostrophe '
      • plus sign + 
  5. Select Open
  6. Select Submit file(s) File(s) will appear in View Attachments.
  7. Select Close
    • Green plus sign changes to paper clip to indicate file(s) attached to that line
       
Upload Attachments to the Transaction Using Attach/View Receipts
  1. Scan or use a smartphone to photograph required receipts and documents to be attached to the transaction into a file

  2. Name each file with a unique name and save on the computer 

    Allowed file formats include, .heic, .jpg, .jpeg, .png, .gif, .pdf, .txt, .doc, .docx, .html, .rtf, .xml, .xls, .xlsx.

  3. Select Attach/View Receipts button to open the Attachments window
  4. Select Choose Files to navigate to file(s)
  5. Select file(s) or use Drag and Drop feature to add files
    • Allowable special characters to use in file names, includes:
      • parenthesis ()
      • dash/hyphen –
      • underscore _
      • dollar sign $
      • period .
      • comma ,
      • ampersand &
      • apostrophe '
      • plus sign +
  6. Select Open
  7. Select Upload File(s) will appear in View Attachments.

  8. Select Close to close the Attachments window

    Reassign Attachments to a Line or different line (if required)
    i. Select Attach/View Receipts button to open the Attachments window
    ii. Scroll down and select the Reassign icon for the attachment
    iii. Select the Document Type
    iv. Select the line to which the attachment is to be reassigned
    v. Select Save
    vi. Repeat for all uploaded attachments that must be reassigned to a line

Attach from eReceipts application
  1. Select Attach/View Receipts on the Transaction Review screen
  2. Select Add eReceipts to view all eReceipts shared with you for that Category (PCard or TCard/Personal Funds)
  3. Select the correct receipt(s) associated with the transaction
  4. Select Add Receipt button at the bottom
Expense Requests Attachment for Transaction
What Happens Next?
  • The Non-PO Payment request will be routed to the requested approvers.
  • Upon approval, a notification will be sent. The transaction will be paid after it has been approved and the Business Expense team verifies the supporting documentation.
  • Business Expense may audit the transaction and if necessary, reject or return the transaction to the preparer. For more information, see How To Handle Rejected or Returned Transactions and Request for More Info.
    • If there is a minor issue with a transaction, the auditor may approve the transaction and add a note about that issue. A notification email is sent to the preparer and the approver so both are aware of alterations/corrections that should be made on future transactions.
      • Review guidance in the Approval Notes.
      • Take appropriate action to revise your process for future transactions.
      • Submit a support request with any questions.
  • Retain hard copy receipts until the receipts have been verified as uploaded  successfully and confirmed payment processing is complete. Refer to Administrative Guide Policy 3.1.5: Retention of Financial Records.

Create General Non-PO Payment Request for Multiple Payees

The Expense Requests system allows for the entry of certain Non-PO Payment requests for multiple payees in one transaction within the following parameters:

  • The payments are all for the same payment category.
  • The payments share the same business purpose.
  • The payees are already set up by Supplier Enablement for payment.  New Supplier/Payees cannot be set up as part of a Non-PO Payment request for multiple payees. Refer to How To: Make a Supplier / Payee Request.

Honoraria uses Stanford Easy Pay and instructions for entering a transaction are found here: How To: Create Honoraria Using Easy Pay. 

Non-PO Payments for multiple payees can be requested for the following payment categories:

Non-PO Payment Categories for Multiple Payees
FeesHuman SubjectsRefunds
House DuesOTL Inventor PaymentsRoyalties 
Prizes and Awards  
  • If an expense has been pre-approved, obtain supporting documentation from the Pre-Approver (which must be attached to the transaction), and add the Pre-Approver to the Approver Routing List.

  1. Go to Oracle Financials
  2. Select Login
  3. Enter SUNet ID and password, if prompted

  1. Select SU Expense Requests

  1. Select a Non-PO Payment Category from the list or select Other to view all Categories, (Select one of the 8 available able to pay Multiple Payees, see list above)
  2. Confirm or select a Non-PO Payment Category from the drop-down
  3. Select Multiple Payee 

  1. Select Rush Processing, , Yes or No (defaults to No)
    For Multiple Payee Transaction, a Rush Processing fee will be charged for each Payee. On the Allocations and Approvers page, supply a PTA to which the $35 processing fee will be charged. Some PTAs are restricted (sponsored projects) and will not allow a processing fee to be charged to them (Awards that begin with P, Q, R, S, R, U, V, W). Check with the PTA approver or the department Financial Analyst before requesting a rush processing fee

  2. Enter Business Purpose directly into the open Business Purpose field 

    OR

  3. Select Enter by Field (5 Ws) to enter the business purpose in the 5 required fields.

    Be aware that completing the Generate Business Purpose link will delete existing information in the Business Purpose field

    • The Business Purpose entered here is for all payees in the transaction, and must be the same for each payee.
    • Learn more in the Guidelines for Writing a Clear Business Purpose to ensure the business purpose meets requirements.

    • A copy of the  FYI: Business Purpose (first 30 characters) appears showing what will be available on OBI reports. 

      For payments to human subjects, subjects' names should NOT be included in the business purpose. Use a generic business purpose statement (e.g., Human Subject Payment) because Information concerning Human Subject participants is confidential. The study should not be named in the business purpose, but can be referred to by a protocol number or other study identifying number.

  4. Enter Payment Memo (on right of screen)

    1. Check box to Copy Business Purpose to Payment Memo (80 characters)SEnter Payment Memo 

      Entry in the Payment Memo field will be printed on the check sent to the payee, and/or, in the case of an electronic payment, will be included in the remittance email sent to the payee.

  5. Select Activity Performed in California, Yes or No
    • Applicable only to Fees and Human Subjects categories
       

  6. Select Foreign Expense, Yes or No

    Was expense for goods used or services provided outside the U.S.? Learn more in the Expense Requests System Help, Foreign Expenses.

  7. Select Event Name (required for foreign expenses) from the drop-down menu or, If a new event is needed, select Create New Event (refer to How To: Create New Event for details).

    To display the selected event details below the Event Name field, select Show Event.

  1. Select Rush Processing (fee will apply)

    For Multiple Payee Transactions, a Rush Processing fee will be charged for each Payee. On the Allocations and Approvers page, supply a PTA to which the processing fee will be charged. Some PTAs are restricted (sponsored projects) and will not allow a processing fee to be charged to them (Awards that begin with P, Q, R, S, R, U, V, W). Check with the PTA approver or the department Financial Analyst before requesting a rush processing feeb.

  2. Enter Business Purpose directly into the open Business Purpose field 

    OR 

  3. Select Enter by Field (5 Ws) to enter the business purpose in the 5 required fields.

    Be aware that completing the Generate Business Purpose link will delete existing information in the Business Purpose field

    • Learn more in the Guidelines for Writing a Clear Business Purpose to ensure the business purpose meets requirements

    • A copy of the  FYI: Business Purpose (first 30 characters) appears showing what will be available on reports.

      For payments to human subjects, subjects' names should NOT be included in the business purpose. Use a generic business purpose statement (e.g., Human Subject Payment) because Information concerning Human Subject participants is confidential. The study should not be named in the business purpose, but can be referred to by a protocol number or other study identifying number.

      • The Business Purpose entered here is for all payees in the transaction, and must be the same for each payee.
      • Review Guidelines for Writing a Clear Business Purpose to ensure the business purpose meets requirements.
      • A copy of the  FYI: Business Purpose (first 30 characters) appears showing what will be available on reports.
  4. Enter Payment Memo 
    Entry in the Payment Memo field will be printed on the check sent to the payee, and/or, in the case of an electronic payment, will be included in the remittance email sent to the payee.
  5. Select Activity Performed in California, Yes or No
    • Applicable only to Fees & Service and Human Subjects categories
       

  6. Select Foreign Expense, Yes or No

    Was expense for goods used or services provided outside the U.S.? See Determine Foreign Expenses for more information.

  7. Select Event Name (required for foreign expenses) from the drop-down menu or, If a new event is needed, select Create New Event (refer to How To: Create New Event for details). To display the selected event details below the Event Name field, select Show Event.
  8. Select Next

  1. Select Add Line to display the Payee Information, Expense Date, Expense Type and allocation fields
  2. Enter Payee (person/entity(ies) being paid) name (last name, first name or business name) Changes to existing payees or suppliers must be completed prior to submitting a new payment request.
    • Or, search and select the payee by clicking the search icon (magnifying glass). When payee and address found, click the Quick Select icon
  3. Address and preferred Payment Method displays based on payee preference:  
    • Electronic (Direct Deposit)
    • Check
      1. Select Special Payment Type
      2. Select Delivery Option     
        • U.S. Mail – mailed to address on file
        • Alternate SU Address – sent to the designated campus address
        • DAPER – sent to Athletics
  4. Repeat for each payee
  5. Click Next

  1. Select Add Line to display the Payee Information, Expense Date, Expense Type and allocation fields

    To Delete or Copy Lines, select the line to delete or copy by checking the box to the left of the line.
    - Changes to existing payees or suppliers must be completed prior to submitting a new payment request.

    Note: Alternatively, an Excel spreadsheet can be edited and uploaded with a list of payees and line information. Select Upload Lines for the Excel Spreadsheet and instructions. Learn more in How To: Upload Expense Lines from Excel.

  2. Enter Payee (person/entity being paid) name (last name, first name)

     It is recommended to select the Search screen (magnifying glass) to view full information for Payee. 
    - Changes to existing payees or suppliers must be completed prior to submitting a new payment request.

  3. Repeat entering Payee and Expense Lines until complete

    Alternatively, an Excel spreadsheet can be edited and uploaded with a list of payees and line information. Select Upload Lines for the Excel Spreadsheet and instructions. Learn more in How To: Upload Expense Lines from Excel.

  4. Enter Expense Date (when the expense occurred) using the calendar icon

    Expense Date must be in the past

  5. Select Expense Type from the dropdown (limited to those specific to the Non-PO Category)
  6. Enter Expense Currency or allow to default to USD 
  7. Enter Expense Amount to be paid 

  8. Review the USD Amount

    Currency conversion is automatic using OANDA Currency Converter rates per the date of the expense. 
    - The Preparer should insure the currency chosen is one that the customer's bank can transact.

    • If a payment currency other than USD is selected,  a new section, Foreign Currency Payment Fee, appears and must be completed. The same or a different non-sponsored PTA can be added to pay the handling fee for each payee being paid a non-USD currency. Some PTAs are restricted (sponsored projects) and will not allow a processing fee to be charged to them (awards that begin with P, Q, R, S, R, U, V or W). Check with your department finance person for the correct PTA.
       

  9. Repeat steps a to h above to include additional expense lines

Enter the PTA - Project, Task, Award using any combination of the options below: 

Apply My Allocations Preferences
  1. Save the transaction at bottom or top of page
  2. Check the box to the left to select one, multiple or all expense lines

  3. Select one of the pre-set expense allocations from My Allocation drop-down list

    Learn more in How To: Set My Allocation Preferences

  4. Select Apply
  5. Verify that the desired expenditure type has been applied to each expense line before submitting the transaction – correct as needed using the drop-down list
Manually Enter PTAEs
  1. Enter Project, Task, Award information for each line
  2. Select Expenditure Type for each line (choices dependent on Non-PO Category and Expense Type selected)

  3. If required documentation is missing enter explanation in Remarks

     

Update Allocations

  • To update a PTA allocation and allocate to different PTAs for one, multiple or all expense lines 

    and/or 

  • Enter a split PTA allocation and allocate to one, multiple or all expense lines

  1. Select the radio button to select expense lines to be allocated
  2. Select Update Allocation
  3. Select an Allocation Method
    • Equal Split
    • Percentage Split
    • Mass Allocation or Single PTA
  4. Select Add Row for each PTA for a split allocation
  5. Enter the Project, Task, Award information (PTAs)
  6. Enter Amount or Percentage of split for each PTA, if necessary
  7. Select Cancel, Preview, or Apply

  8. Add Allocation Set to My Allocations by checking the box (optional)

    Add Allocation in My Allocation Preferences
    Optionally, save this allocation in your My Allocation Preferences for use again. 
    1. Select Add Allocation Set to My Allocations checkbox
    2. Enter the Allocation Name

  9. Select Apply
  10. Select Expenditure Type for each line 

Designate approver(s) using any combination of these options:

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

FYI Recipients do not approve the expense report.
- If an approver has been deleted by mistake, select Populate/Refresh to return to original default approver. 
- If an approver is incorrect for a PTA, please have that approver submit a Support Request to have the authority updated.

Apply My Approvers Preferences
  1. Select one of the pre-set approvers from My Approvers drop-down list
  2. Select Apply
  3. Enter the approver's sequence or send in parallel (enter 1, 2, 3 for sequence; assign all approver's 1 for in parallel routing)
  4. Enter Notes to each approver (if needed)
Manually Add Approver(s)/FYI Recipient(s)/Pre-Approvers
  1. Select add approver
  2. Enter the Approval Sequence number (enter 1, 2, 3 for sequence; assign all approver's 1 for in parallel routing, assign Pre-Approvers 1).
  3. Select the magnifying glass icon
  4. Enter the approver's name (Last name, First name)
  5. Select Go
  6. Select Quick Select icon next to the approver's name
  7. Select Approver, FYI or Pre-Approver from Approver/FYI drop-down list
  8. Enter Notes to each approver (if needed)

FYI Recipients and Pre-Approvers do not "approve" the expense report, but will receive notifications regarding the transaction.
- If an approver has been deleted by mistake, select Populate/Refresh to return to original default approval list. There must be a Yes displaying in the default approver column for at least one approver per PTA.
- If an approver is incorrect for a PTA, please have that approver submit a Support Request to have the authority updated. 

All expense reports must include receipts and other supporting documentation. If an expense has been pre-approved, supporting documentation must be obtained from the Pre-Approver and attached to the expense line or to the transaction.

An attachment for Expense Requests, Easy Pay and PCard Transactions must be a legible copy of the entire receipt and clearly show: 

  • All text
  • Receipt Date
  • Location (when available)
  • Vendor/Business Name
  • Entire Receipt (Additional screenshots may be needed to include all of a lengthy receipt.
    Use the Event/Reason to capture the reason and add pg. 1, pg. 2, etc. to clarify.)

An image can be uploaded directly to the transaction or add attachments via the eReceipts application.

Upload Attachments Directly to a Line

  1. Scan or use a smartphone to photograph required receipts and documents to be attached to the transaction into a file

    Allowed file formats include: .heic, .jpg, .jpeg, .png, .gif, .pdf, .txt, .doc, .docx, .html, .rtf, .xml, .xls, .xlsx.

  2. Select green plus sign (if available)
  3. Select Choose Files to navigate to file
  4. Select file(s) or use Drag and Drop feature to add files
    • Allowable special characters to use in file names, includes:
      • parenthesis ()
      • dash/hyphen –
      • underscore _
      • dollar sign $
      • period .
      • comma ,
      • ampersand &
      • apostrophe '
      • plus sign + 
  5. Select Open
  6. Select Submit file(s) File(s) will appear in View Attachments.
  7. Select Close
    • Green plus sign changes to paper clip to indicate file(s) attached to that line
       
Upload Attachments to the Transaction Using Attach/View Receipts
  1. Scan or use a smartphone to photograph required receipts and documents to be attached to the transaction into a file

  2. Name each file with a unique name and save on the computer 

    Allowed file formats include, .heic, .jpg, .jpeg, .png, .gif, .pdf, .txt, .doc, .docx, .html, .rtf, .xml, .xls, .xlsx.

  3. Select Attach/View Receipts button to open the Attachments window
  4. Select Choose Files to navigate to file(s)
  5. Select file(s) or use Drag and Drop feature to add files
    • Allowable special characters to use in file names, includes:
      • parenthesis ()
      • dash/hyphen –
      • underscore _
      • dollar sign $
      • period .
      • comma ,
      • ampersand &
      • apostrophe '
      • plus sign +
  6. Select Open
  7. Select Upload File(s) will appear in View Attachments.

  8. Select Close to close the Attachments window

    Reassign Attachments to a Line or different line (if required)
    i. Select Attach/View Receipts button to open the Attachments window
    ii. Scroll down and select the Reassign icon for the attachment
    iii. Select the Document Type
    iv. Select the line to which the attachment is to be reassigned
    v. Select Save
    vi. Repeat for all uploaded attachments that must be reassigned to a line

Attach from eReceipts application
  1. Select Attach/View Receipts on the Transaction Review screen
  2. Select Add eReceipts to view all eReceipts shared with you for that Category (PCard or TCard/Personal Funds)
  3. Select the correct receipt(s) associated with the transaction
  4. Select Add Receipt button at the bottom
Expense Requests Attachment for Transaction

  1. Review the transaction carefully for completeness, accuracy and policy compliance. 
    1. Refer to the tabs marked Expense Lines, Expense Allocations, Approvers and Approval Notes for additional information.
    2. As needed, edit the Business Purpose here and save to review or simply edit and submit to change the text. 
    3. Use the Back button, if necessary, to return to previous pages for corrections.
  2. If this expense report contains expenses that exceed 60 days, select the *Delay Reason from the drop down below for the late expense.
    1. If Other is selected, please explain the reason for the late submission in the “Please Explain” field. 
      1. (note icon) If an exception to the 60 day taxable IRS rule is being requested, comments should also be entered in the transaction line Remarks field.
      2. (note icon) Preparers should notify/communicate with the payee if some part of their expenses are over 60 days old and may be tax reported. The payee may want to remove those expenses. 
  3. Attach all receipts and backup documentation (Received of Petty Cash Form if required) by selecting Attach View Receipts or the Attach icon for a specific expense line
What Happens Next?
  • The Non-PO Payment request will be routed to the requested approvers.
  • Upon approval, a notification will be sent. The transaction will be paid after it has been approved and the Business Expense team verifies the supporting documentation.
  • Business Expense may audit the transaction and if necessary, reject or return the transaction to the preparer. For more information, see How To Handle Rejected or Returned Transactions and Request for More Info.
    • If there is a minor issue with a transaction, the auditor may approve the transaction and add a note about that issue. A notification email is sent to the preparer and the approver so both are aware of alterations/corrections that should be made on future transactions.
      • Review guidance in the Approval Notes.
      • Take appropriate action to revise your process for future transactions.
      • Submit a support request with any questions.
  • Retain hard copy receipts until the receipts have been verified as uploaded  successfully and confirmed payment processing is complete. Refer to Administrative Guide Policy 3.1.5: Retention of Financial Records.
Last Updated: Aug 27, 2025
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