linear_scale How To

Create Visitor Reimbursement using Stanford Easy Pay

Expense Reports are used to report business and travel expenses for the purpose of expense approval, and the allocation of expenses to the appropriate Project, Task, Award, and Expenditure Type (PTAE). Visitor Expense Report reimbursement uses Stanford Easy Pay, where preparers initiate payments within the Expense Requests system (ERS).  Once a payment for a visitor reimbursement or honoraria is approved, Stanford sends the payment request to a third-party vendor, Candex, to be processed and paid. This payment method does not require supplier setup with the Supplier Query and Request tool, and processing and payment takes three to five business days. For more information, see Topic Overview: Stanford Easy Pay. 

  • Stanford Easy Pay is used for both foreign and domestic visitors and has no minimum or maximum amount.
  • Transactions can be used for single or multiple payees if the Business Purpose is the same for all payees.
  • Stanford Easy Pay transaction type prefix is EZP.

Create Visitor Reimbursement using Stanford Easy Pay

  • All expenses for a trip or that pertain to a single business purpose should be included in one expense report.
  • Collect all receipts for a trip or that pertain to one business purpose, organize them by expense type, then scan and save them by individual expense type on the computer desktop. Upload the files as soon as the expense report is ready to submit. Faxing receipts and supporting documents is available, if necessary.
    • Create individual files for all airfare, conference registration and lodging receipts, as these will need to be attached individually to the corresponding line in the expense report.
    • All other receipts and supporting documents can be scanned into a single file, if desired.

  1. Enter ofweb.stanford.edu in the browser
  2. Select Login
  3. As prompted, log in using SUNet ID and password

  1. Select SU Expense Requests

  1. Under Expense Report and Visitor, select Reimbursement 

  1. Select Payment Category from the dropdown menu
     
  2. Select Visitor Reimbursement or Visitor Relocation & Recruitment (defaults to Visitor Reimbursement)
     
    • Visitor Reimbursement
      Visitor Reimbursement should be used for reimbursements for expenses incurred by visitors, such as, travel, lodging, and meals, during their engagement with our organization (including human subject visitor reimbursements)
    • Visitor Relocation & Recruitment
      Visitor Relocation & Recruitment should be used for recruitment visits where expenses are incurred and reimbursed and relocation expense reimbursement for a future employee who has not been hired yet.
    • Honoraria 
      Honoraria is a one-time gratuitous payment made as a gesture of goodwill in appreciation to speakers or participants in special Stanford events.
  3. Enter Business Purpose

    1. Enter Business Purpose directly into the open Business Purpose field 
      OR
      Select Generate Business Purpose 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

    2. If the recipient of the funds is foreign, capture the type of Visa used for this travel in the WHO: portion of the Business Purpose

      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 Foreign Expense (Were goods used and/or services provided outside the U.S.?)
    1. Select Foreign Expense: Yes or No (defaults to No) 
      (Select Yes if any part of the travel being reimbursed, was outside of the U.S.) 
       

  5. Enter Service Location
    - Non-Foreign Expense: If Foreign Expense was chosen as No, the selection defaults to California, US. As needed, choose the State/Province where the honoraria activity occurred.

    1. Select Add
    2. Choose the US State from the drop down
    3. Select Submit
    4. Unselect the new line at the beginning of the line by removing the check at the beginning of the line
    5. Select the default line showing US/California with a check at the beginning of the line
    6. Select Delete at the top of page
    7. Select Submit (line should show strikethrough the location)
    8. Select Submit again to remove the deleted line
    9. Close the screen by clicking the X on the top right corner


    - Foreign Expense: (No default selection)

    1. Select Add
    2. Select the Country from the dropdown menu

    3. If available, select State/Province

      Only certain countries have State/Province listed. If listed, select the State/Province otherwise leave blank,

    4. Select Activity Type from the dropdown
    5. Enter Activity Start Date
    6. Enter Activity End Date
    7. Select Submit
    8. Green Message may appear on top right, Service Location updated.
    9. Close the screen by clicking the X on the top right corner
       
  6. Enter Event Name
    1. Select Event Name from the drop-down menu 

    2. 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

      To modify an existing event, save your current transaction, and use Preferences on the top right of the bar. Select My Events and then edit your specific Event. Once completed, locate your transaction under Transactions to Complete and select Update to begin editing again.  

Entering Multiple Payees on one transaction is allowed if the Business Purpose is the same for all payees. Adding additional payees can be done through Enter Payee Information for all additional payees being paid under this Business Purpose.

  1. Select Add Line to display the payee, expense and allocation fields

Copy Line may be used to copy a line already entered in this transaction. Select the line to copy by checking the box to the left of the line to copy. Select Copy Line. Delete Line may be used to delete a line in the transaction. Select the line to delete by checking the box to the left of the line. Click Delete Line

  1. Enter Payee Information
  2. Enter the Recipient’s (person being paid) name (last name, first name)
  3. Enter the Recipient’s email address (an active email)

  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
    1. Adjusted Per Diem
      • Adjusted Per Diem is used to enter the Per Diem amount when using a sponsored PTA account. Preparers can determine the appropriate Per Diem amount by looking up in  the GSA’s Domestic Per Diem Rates or for locations outside of the continental United States, the Department of Defense (DOD) Per Diem Rate Lookup. Enter the amount found there as the Adjusted Per Diem for each day and enter Remarks regarding the calculation of the amount.
      • The Preparer is responsible to 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.
    2. Airfare*
      • If the Airfare Expense Type is selected, the Details field must be opened and responses to questions completed.
      • Preparers should only list the amount being requested for reimbursement and omit personal expenses included in a receipt. Add Remarks clarifying the difference between the receipt and actuals being expensed.
      • If there is a need to explain different Expense Types for one receipt,
        • Add in Remarks a statement regarding the amounts that are not for the primary expense type 
          OR
        • Subtract the amount from the primary line and create a second line for that other Expense Type amount. Document your actions in the Remarks field regarding what option you chose.
      • For the airfare expense type, enter the last day of travel as the date of the expense.
      • 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. This can be done by using Update Allocations.
      • View the Topic Overview: Airfare for more information.
    3. Ancillary Airline Fee
      • The Ancillary Airline Fee is to be selected for charges that may 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
    4. Car Rental
      • All travelers should accept additional car rental insurance in foreign countries and Hawaii.
      • Use the first day of rental as the expense date.
      • View the Topic Overview: Ground Transportation  for more information
    5. Conference Registration*
      • 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.
    6. Ground Transportation
      • The Ground Transportation expense type is for transportation expenses such as taxi, limousine, Uber, and car service, etc. Use other transportation expense types for airfare, car rental or truck rental, fuel for car or truck rental.
      • Refer to Topic Overview: Ground Transportation for more information.
    7. Lodging*
      • Prepare an individual lodging receipt file to upload directly to this line before submitting the expense report.
      • Preparers should only list the amount being requested for reimbursement and omit personal expenses included in a receipt. Add Remarks clarifying the difference between the receipt and actuals being expensed.
      • If there is a need to explain different Expense Types for one receipt,
        • Add in Remarks a statement regarding the amounts that are not for the primary expense type 
          OR
        • Subtract the amount from the primary line and create a second line for that other Expense Type amount. Document your actions in the Remarks field regarding what option you chose.
      • For lodging, the expense date should always be the first day of travel.
      • Refer to Topic Overview: Lodging for more information.
    8. Meals
      • This expense type is used to enter a single or group meal that does not include alcohol. The expenditure type choices will be for no alcohol.
      • See Topic Overview: Travel Meals for maximum Travel Meal amounts. Explain in Remarks for pre-approved amounts that differ from maximums.
      • When needed, it is recommended to identify in the Remarks, if a Business Meal (also called a working meal) is being reimbursed. See Topic Overview: Business Meals for more information.
      • Receipts should be attached if the amount is above $75.00 although schools and units may require all receipts to be attached at their local discretion.
    9. Meals with alcohol
      • This expense type is used to enter a single or group meal that does include alcohol. The expenditure type choices will be for alcohol.
      • See Topic Overview: Travel Meals for maximum Travel Meal amounts. Explain in Remarks for pre-approved amounts that differ from maximums.
      • When needed, it is recommended to identify in the Remarks, if a Business Meal (also called a working meal) is being reimbursed. See Topic Overview: Business Meals for more information.
      • Receipts should be attached if the amount is above $75.00 although schools and units may require all receipts to be attached at their local discretion.
    10. Mileage
      • Mileage refers to miles traveled in a personal automobile and is subject to the same limitations as all Mileage requests. Refer to Mileage Reimbursement Rates for more information. 
      • The preparer must calculate the amount to request for reimbursement and can use an outside Mileage Calculator for that calculation.
      • The preparer should enter the reason for a visitor to use a personal vehicle and the locations where the vehicle was driven. 
    11. Miscellaneous
  6. Enter Amount to be paid for the Expense Type in USD

  7. Enter Payment Currency for what the payment should be paid from the drop down. Payment Currency defaults to U.S. dollars (USD). If other than USD, the exact amount will not be known until the payment is made.  

    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 $35 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.

    The Preparer should only select a currency that the foreign payee can receive. 
    (i.e. Do not request GBP currency for someone outside of Great Britain.)

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

Manually Enter PTAEs
  1. Enter Project, Task, Award information for each line
  2. Select Expenditure Type for each line A commonly used expenditure type may appear. If the field is blank, select from the drop-down list.
Apply My Allocations Preferences

  1. Check the box to the left to select one, multiple or all expense lines

    Refer to How To: Set My Allocation Preferences for more information.

  2. Select one of the pre-set expense allocations from My Allocation dropdown list
  3. Select Apply
  4. Verify that the desired expenditure type has been applied to each expense line before submitting the transaction – correct as needed using the drop-down list
Update Allocations

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

  1. Check the box to the left to select the expense line(s) to be allocated
  2. Select Update Allocation
  3. Select an Allocation Method
    • Equal Split
    • Amount Split
    • Percentage Split
  4. Select the Add Row or plus sign on table to add a new row for each PTA for a split allocation
  5. Enter the Project, Task, Award information (PTAs)
  6. Enter Amount or Percentage of split for each PTA, if necessary
  7. Enter Allocation Reason to describe the reason for allocation to multiple PTAs (optional) 

  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 A commonly used expenditure type may appear. If the field is blank, select from the dropdown list.

Designate approver(s) on Allocations and Approvers screen 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.

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.

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

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

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

You can upload an image directly to the transaction, add attachments via the eReceipts application or fax the document using a BarCode Cover Sheet.

Upload Attachments Directly to a Line on the Review Page

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

    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 Browse to navigate to file
  4. Select file  (or multiple files)
    • Allowable special characters to use in file names, includes:
      • parenthesis ()
      • dash/hyphen –
      • underscore _
      • dollar sign $
      • period .
      • comma ,
      • ampersand &
      • apostrophe '
      • plus sign + 
  5. Select Open
  6. Select Upload 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. Do Not select a line
  5. Select Browse to navigate to file
  6. Select file (or multiple files)
    • Allowable special characters to use in file names, includes:
      • parenthesis ()
      • dash/hyphen –
      • underscore _
      • dollar sign $
      • period .
      • comma ,
      • ampersand &
      • apostrophe '
      • plus sign +
  7. Select Open
  8. Select Upload file(s) File(s) will appear in View Attachments.
  9. Files attached to the transaction display N/A in the Expense Source and For Transaction Line(s) columns

  10. Select Close to close the Attachments window

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

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. Click Add Receipt button at the bottom
Fax Attachments
  1. Select Attach/View Receipts on the Transaction Review screen

  2. Select Bar Code Cover Page on the Attach/View Receipts window and print

    Faxed receipts and documents must include the Barcode Cover Sheet to attach to the transaction. The fax number (650-721-3072) is on the Barcode Cover Sheet page.

  3. Close the Bar Code Cover Page window
  4. Send an individual fax for each line that requires an attachment
  5. Send a fax containing all other receipts and documents The Bar Code Cover Page should be the first page of the Fax so that it attaches to the correct transaction.
  6. Select Attach/View Receipts to open the Attachments window Faxes will display in the View Attachments section, attached at the transaction level.

  7. Select Close to close the Attachments window

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

  1. Review the transaction carefully for completeness, accuracy and policy compliance.
    • Refer to the tabs marked Expense Lines, Expense Allocations, Approvers and Approval Notes for additional information.
  2. 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
  3. Select Submit to submit the transaction once all receipts and backup documents have been attached
What Happens Next?
  • Review the transaction carefully for completeness, accuracy and policy compliance.
  • Attach all receipts and backup documentation by selecting Attach View Receipts or the Attach icon for a specific expense line
  • Select Submit to submit the transaction once all receipts and backup documents have been attached
  • Once a payment for a visitor reimbursement is approved, Stanford sends the payment request to a third-party vendor, Candex, who contacts the visitor and the status of the transaction is Pending Payment. After the visitor registers and accepts payment from Candex, processing and payment take three to five business days. This payment method does not require supplier setup with the Supplier Query and Request tool.
  • The preparer will receive email notifications from Candex. Once the payment has been made to the recipient, Oracle Search will show the transaction as Paid.
  • If the preparer needs to  cancel or change the amount for transactions in PAYMENT PENDING status in Easy Pay:
    • If the department needs to cancel a transaction that is in Pending Payment, contact Candex support to request cancellation (@email). This will also initiate the cancellation process in ERS.
    • If the department needs to decrease the amount of the transaction, first request that Candex support cancel this transaction and then create and submit a new transaction for the correct amount.
    • If the department needs to increase the amount of the transaction, create another Stanford Easy Pay transaction for the added amount for the recipient. The original transaction number should be referenced and an explanation provided in the business purpose of the new transaction. 
Last Updated: May 2, 2025
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