linear_scale How To

Create Visitor Relocation 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. 

  • Visitor Relocation & Recruitment Using Stanford Easy Pay 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.
  • 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 Relocation 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.
    • 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. 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
  2. Select Visitor Relocation & Recruitment (defaults to Visitor Reimbursement)
    • 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
    • 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).
    • 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 Enter by Fields (5 Ws) to enter the business purpose in the 5 required fields.

      Using Enter by Fields (5Ws) 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.?)

    • 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

    • Domestic Expense (Non-California): If Foreign Expense was chosen as No, the selection defaults to California, US. As needed, choose the State/Province where the visitor activity occurred.

      If relocation is solely in the U.S., Service Location entry is not required. 

      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. Select Submit
      5. Unselect the new line at the beginning of the line by removing the check at the beginning of the line
      6. Select the default line showing US/California with a check at the beginning of the line
      7. Select Delete at the top of page
      8. Select Submit (line should show strikethrough the location)
      9. Close the screen by clicking 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
        • Green Message may appear on top right, Service Location updated

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

        Only countries entered in Foreign Expense can be selected in Airfare details at the line item level. 

  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 the 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.

  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.

  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 drop down
    1. Adjusted Per Diem
      • Remarks must be added for Adjusted Per Diem Expense Type.
      • 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.
      • 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. Automobile Shipment
      • Add Remarks regarding the automobile shipment payment and attach the receipt from the shipment.
    5. 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.
    6. Gas
      • The Gas expense type is for gasoline purchased during relocation travel.
      • Enter comments in Remarks regarding gasoline.
    7. Ground Transportation
      • The Ground Transportation expense type is for transportation expenses such as taxi, limousine, 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.
    8. House Hunting
      • Enter a description of house hunting expenses in the Remarks field
    9. Lodging*
      • Prepare an individual lodging receipt file to upload directly to this line before submitting the expense report.
      • Learn more in the Topic Overview: Lodging for more information.
      • For lodging, the expense date should always be the first day of travel.
    10. 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 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.
    11. 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 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.
    12. Mileage
      • Mileage refers to miles traveled in a personal automobile.
      • 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 default selection is Recruitment, which uses the Standard IRS Mileage Rate. 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 Relocation is selected, the Mileage Rate will change to the IRS Relocation Rate. The preparer enters the number of miles, and the system will automatically calculate the USD amount.
      • Provide the calculation details in the Remarks of the transaction line. Learn more in the Mileage Reimbursement Rates.
    13. Miscellaneous
    14. Moving Company
      • To reimburse the recipient/payee for out-of-pocket costs for a Moving Company. To make a payment directly to the Moving Company, please use Non-PO Payments, Category, Relocation , and list the payee as the beneficiary.
      • Add Remarks regarding the Moving Company payment and attach the receipt from the Moving Company.
    15. Moving Supplies
      • Enter a description of the items purchased in the Remarks field
    16. Other Transportation
      • The Other Transportation expense type is for transportation expenses such as train, ferry, carpooling, 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).
      • Learn more in the Topic Overview: Ground Transportation.
    17. Parking Fees
      • Enter a description of transportation in the Remarks field
    18. Shipping Personal Household Items
      • Details are to be entered in Remarks for Shipping Personal Household Item expenses.
      • An itemized receipt must be attached if over $75.
    19. Storage
    20. Temporary Living Expense
    21. Truck Rental
      • Enter an explanation of the Truck Rental in the Remarks field
      • An itemized receipt must be attached if over $75.
         
  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
    • 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 below and must be completed. The same or a different non-sponsored PTA can be added to pay the 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. 

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

Apply My Allocations Preferences
  1. Select the radio button to select one, multiple or all expense lines

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

    Learn more in How To: Set My Allocation Preferences.

  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
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.

     

Update Allocations
  • To enter a new PTA (not in My Allocations) and allocate to one, multiple or all expense lines 
    and/or
  • To enter a split PTA allocation and allocate to one, multiple or all expense lines
  1. Select the radio button to select expense lines to be allocated
  2. Select Update Allocation
  3. Select an Allocation Method
    • 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) to the Approver Routing List by using any combination of these options:

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

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.

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

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.

 

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 Browse to navigate to file
  4. Select file(s) or use Drag and Drop feature to add files
  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. Select Choose Files to navigate to file(s)
  5. Select file(s) or use Drag and Drop feature to add files
  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?
  • Once a payment to a visitor is approved, the status of the transaction is updated to Pending Payment and Stanford sends the payment request to a third-party vendor, Candex, who contacts the visitor for payment information. After the visitor registers and accepts payment from Candex, processing and payment can take three to five business days. This payment method does not require supplier setup with the Stanford Supplier Query and Request tool.
  • The preparer receives status email notifications from Candex and can adjust notification preferences at www.candex.com under Personal Settings/Preferences.

  • Once paid, Oracle Search displays the transaction status as Paid.
     

    To cancel or change payment amounts for transactions in Pending Payment status:

  • Cancel a transaction: Contact Candex support at support@candex.com to request cancellation. This also initiates cancellation in ERS.
  • Decrease the amount: Request cancellation from Candex support, then create and submit a new transaction for the correct amount.
  • (caution icon) Do not use Stanford's Secure Email service when contacting Candex—their support team cannot open these emails.
  • Increase the amount: Create a new Stanford Easy Pay transaction for the additional amount. Reference the original transaction number and explain the change in the business purpose field.
    • The person being paid should accept payment as soon as it is offered. If the payment is not accepted, the transaction will be cancelled after 6 months.
  • Learn more in Stanford Easy Pay Topic Overview.
Last Updated: May 15, 2026
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