Create Visitor Reimbursement using Stanford Easy Pay

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

1. Select SU Expense Requests

1. Under Expense Report and Visitor, select Reimbursement 

1. Select Payment Category from the dropdown menu:
    
   • Visitor Reimbursement (default option)
     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.
     • Learn more in How To: Create Visitor Relocation Reimbursement using Stanford Easy Pay.
   • Honoraria 
     Honoraria is a one-time gratuitous payment made as a gesture of goodwill in appreciation to speakers or participants in special Stanford events.
     • Learn more in How To: Create Honoraria Using Easy Pay.
        
2. Enter Business Purpose

   1. Enter Business Purpose directly into the open Business Purpose field 
      OR
      Select Enter by Fields (5 Ws) to enter the business purpose in the 5 required fields.

       Using the Enter by Field (5Ws) template 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 in reports.

3. 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.) 
       

• Enter Service Location

  If the service was performed in California and Foreign Expense is No, the system automatically saves this information. You do not need to select the Service Location.

  - Domestic Expense (Non California):  If the service was performed in the US, but outside of California, then you must choose the State/Province where the honoraria activity occurred

  1. Select Add/Update Service Location Information
  2. Select Add
  3. Choose the US State from the State/Province drop-down menu (in the new line)
  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. Close the screen by selecting the X on the top right corner

  
  - Foreign Expense: (No default selection)

  1. Select Add/Update Service Location Information
  2. Select Add
  3. Select the Country from the dropdown menu

  4. If available, select State/Province

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

  5. Select Activity Type from the dropdown
  6. Enter Activity Start Date
  7. Enter Activity End Date
  8. Select Submit

  9. Close the screen by selecting the X on the top right corner.

     o Multiple Locations: More than one service location can be added to a transaction. Example: where work took place in multiple locations or there are multiple payees receiving honoraria and are working in different locations.

1. 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 the current transaction, and use Preferences on the top right of the bar. Select My Events and then edit this 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

To Delete or Copy Lines, select the line to delete or copy by checking the box to the left of the line.

• 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 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 (Expense Type with *(asterisk) needs line item attachment)
    
   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.

        Only foreign countries that were entered under Service Location may be selected. 

      • 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 options are chosen.
      • 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.
      • Learn more in 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:
        • Curb-side check-in
        • Checked baggage
        • Early boarding
        • Pre-assigned reserved seats
        • In-flight WiFi (with appropriate business justification included in the business purpose)
        • Upgrades for extended legroom (such as United Airlines Economy Plus seats or equivalent seats on other airlines).
   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.
      • Learn more in 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, Uber, and car service, parking, etc. Use other transportation expense types for airfare, car rental or truck rental, fuel for car or truck rental.
      • Learn more in the 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.
      • Learn more in the 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.
      • Learn more in the 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. Learn more in the Topic Overview: Business Meals.
      • 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.
      • Learn more in the 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. Learn more in the Topic Overview: Business Meals.
      • 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 selects Mileage as the Expense Type and enters the number of miles in the pop-up generated when leaving the Mileage field. The pop-up page defaults to Standard. The preparer selects Save at the bottom right and the system calculates and enters the USD Amount using the current IRS Standard Mileage Rates.
         • If the full IRS Standard Mileage Rate will not be used, the preparer can select Custom and enter the USD amount that should be paid. This amount cannot be higher than the Standard Mileage Rate and the preparer should provide an explanation why Standard was not used. 
       • The preparer should enter the reason for a visitor to use a personal vehicle and the locations where the vehicle was driven.
   11. Miscellaneous
       • Remarks must be added for Miscellaneous Expense Type.
       • Learn more in the Topic Overview: Other Reimbursable Business Expenses.
          
6. Enter Expense Currency (defaults to USD - US Dollar)
7. Enter Expense Currency or allow to default to USD 
8. Enter Expense Amount to be paid 

9. Review the USD Amount

   o Currency conversion is automatic using OANDA Currency Converter rates per the date of the expense.
   o 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.

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

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

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.

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