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Handle Rejected or Returned Transactions and Request for More Info

This page describes how to handle rejected or returned transactions and answering requests for more information.

Request for More Information

Expense Request transactions are routed for approval through Oracle Workflow Notifications.

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

From SU Workflow Notifications
  1. Select SU Workflow Notifications
  2. Select Notifications
  3. Select the notification from the list
From the Expense Requests System
  1. Select SU Expense Requests
  2. Select the notification from the Open Notifications list on the Home page

  1. Note the Transaction Number and type of notification
  2. Review Message from Requester field in the notification to understand what needs further explanation or what is missing

  1. Select Full View link in the notification
  2. Review expense details
  3. Close Full View to return to the notification

  1. Select View Receipts link from the notification
  2. View previously submitted receipts     
    • Select the receipt file name in View Attachments. The receipt displays in the viewer.
    • Select Back to Receipts Page link to go back to the Receipts page
  3. Upload new receipts     
    • Select the Browse button
    • Select the file to upload
    • Select the Open button
    • Repeat for all files to upload
    • Select the Upload files button to upload
  4. Select the Close button to go back to the notification

  1. Review Message from Requester in notification
  2. Enter a Note to the requester
    • Refer to the expense lines in question by expense type and line number
    • Be sure to tell the requester if documents have been attached
  3. Once all necessary comments and backup documentation have been added, select Reply
What Happens Next?

Transaction Rejected by Approver

Expense Request transactions are routed for approval through Oracle Workflow Notifications.

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

From SU Workflow Notifications
  1. Select SU Workflow Notifications
  2. Select Notifications
  3. Select the notification from the list
From the Expense Requests System
  1. Select SU Expense Requests
  2. Select the notification from the Open Notifications list on the Home page

When a transaction is submitted, it is routed in the workflow to approvers. Approvers must review the transaction and either approve or reject the entire transaction. The Preparer will receive a notification when the report is either approved or rejected. If an approver in the workflow rejects a transaction, follow these steps:

  1. Note the Transaction Number referenced in the notification
  2. Review Warning, Instructions, Comments and Expenses in the notification
  3. Select Transaction Details to review transaction details
  4. Select View Receipts to review uploaded receipts
  5. Select OK to close the notification and remove it from the Worklist
    • Or select Return to Worklist to close the notification and leave it in the Worklist

  1. Access Expense Requests Home page
  2. Locate the Transaction Number in the Transactions to Complete section 
    An Expense Report withdrawn from the notification will have a status of Returned.
  3. Select the Update icon to access the expense report
  4. Update and resubmit the report based on the instructions in the notification
What Happens Next?

Entire Transaction Rejected by Auditor

Expense Request transactions are routed for approval through Oracle Workflow Notifications.

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

From SU Workflow Notifications
  1. Select SU Workflow Notifications
  2. Select Notifications
  3. Select the notification from the list
From the Expense Requests System
  1. Select SU Expense Requests
  2. Select the notification from the Open Notifications list on the Home page

  1. Note the Transaction Number referenced in the notification
  2. Review Rejection Reason in the warning and Instructions in the notification
  3. Select Transaction Details to review transaction details
  4. Select View Receipts to review uploaded receipts
  5. Select OK to close the notification and remove it from the Worklist
    • Or select Return to Worklist to close the notification and leave it in the Worklist

  1. Access Expense Requests Home page
  2. Locate the Transaction Number in the Transactions to Complete section 
    An Expense Report withdrawn from the notification will have a status of Returned.
  3. Select the Update icon to access the expense report
  4. Update and resubmit the report based on the instructions in the notification
What Happens Next?

Entire Transaction Returned by Auditor

Expense Request transactions are routed for approval through Oracle Workflow Notifications.

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

From SU Workflow Notifications
  1. Select SU Workflow Notifications
  2. Select Notifications
  3. Select the notification from the list
From the Expense Requests System
  1. Select SU Expense Requests
  2. Select the notification from the Open Notifications list on the Home page

  1. Note the Transaction Number and type of notification
  2. Review Message from Requester field in the notification to understand what needs further explanation or what is missing

  1. Select Transaction Details in the notification
  2. Review expense details
  3. Select the Return button to go back to the notification

  1. Select View Receipts link from the notification
  2. View previously submitted receipts     
    • Select the receipt file name in View Attachments. The receipt displays in the viewer.
    • Select Back to Receipts Page link to go back to the Receipts page
  3. Upload new receipts     
    • Select the Browse button
    • Select the file to upload
    • Select the Open button
    • Repeat for all files to upload
    • Select the Upload files button to upload
  4. Select the Close button to go back to the notification

  1. To send the newly uploaded receipts to Business Expense Department, select the Send Additional Information button 
    The expense report status becomes "Pending Business Expense Audit". 
    Or, you may choose the following step:
  2. To update and resubmit the expense report, select the Withdraw Expense Report button and go to next step

  1. Access Expense Requests Home page
  2. Locate the Transaction Number in the Transactions to Complete section 
    An Expense Report withdrawn from the notification will have a status of Returned.
  3. Select the Update icon to access the expense report
  4. Update and resubmit the report based on the instructions in the notification
What Happens Next?

Expense Report with Missing Receipts

If a Business Expense Auditor finds that an expense report is missing required receipts for only some lines, they may create a new expense report containing just the lines needing receipts. The new expense report will have a “-1” suffix. The remaining lines in the original expense report will be paid. For example, if the original Transaction Number is ER12345, the new expense report containing the lines requiring receipts will be ER12345-1.

The Preparer will receive a notification that an expense report was created due to missing receipts.

Expense Request transactions are routed for approval through Oracle Workflow Notifications.

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

From the Oracle Home Page Worklist
  1. Select the notification from the list

    The most recent three notifications display on the Home page.

  2. Select Full List as needed to view the complete list of your notifications
From the Oracle Home Page Navigator Menu
  1. Select SU Workflow Notifications
  2. Select Workflow Notifications
  3. Select Notifications
  4. Select the notification from the list

  1. Note the Transaction Number and type of notification
  2. Review Return Reason in the Warning and Instructions in the notification

  1. Select Transaction Details in the notification
  2. Review expense details
  3. Select the Return button to go back to the notification

  1. Select View Receipts link from the notification
  2. View previously submitted receipts     
    • Select the receipt file name in View Attachments. The receipt displays in the viewer.
    • Select Back to Receipts Page link to go back to the Receipts page
  3. Upload new receipts     
    • Select the Browse button
    • Select the file to upload
    • Select the Open button
    • Repeat for all files to upload
    • Select the Upload files button to upload
  4. Select the Close button to go back to the notification

  • To send the expense report with newly uploaded receipts to Business Expense, select the Receipts Submitted button 
    The transaction status becomes Pending Business Expense Audit.
  • Or, you may remove the expense report from the Expense Reports system by selecting Delete Expense Report button
  • Or, you may update and resubmit the expense report, select the Withdraw Expense Report button and the next step

  1. Access Expense Requests Home page
  2. Locate the Transaction Number in the Transactions to Complete section 
    An Expense Report withdrawn from the notification will have a status of Returned.
  3. Select the Update icon to access the expense report
  4. Update and resubmit the report based on the instructions in the notification
What Happens Next?

Expense Report with Policy Violation

If a Business Expense Auditor finds that an expense report contains some lines that do not comply with policy, they will create a new expense report containing the lines that must be brought into compliance. The new expense report will have a “-1” suffix. The remaining lines in the original expense report will be paid. For example, if the original Transaction Number is ER12345, the new expense report containing the noncompliant lines will be ER12345-1.

The Preparer will receive a notification that an expense report was created due to policy noncompliance.

Expense Request transactions are routed for approval through Oracle Workflow Notifications.

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

From SU Workflow Notifications
  1. Select SU Workflow Notifications
  2. Select Notifications
  3. Select the notification from the list
From the Expense Requests System
  1. Select SU Expense Requests
  2. Select the notification from the Open Notifications list on the Home page

  1. Note the Transaction Number and type of notification
  2. Review the Warning, Instructions and Business Expenses with Policy Non-Compliance in the notification

  1. Select Transaction Details in the notification
  2. Review expense details
  3. Select the Return button to go back to the notification

  1. Select View Receipts link from the notification
  2. View previously submitted receipts     
    • Select the receipt file name in View Attachments. The receipt displays in the viewer.
    • Select Back to Receipts Page link to go back to the Receipts page
  3. Upload new receipts     
    • Select the Browse button
    • Select the file to upload
    • Select the Open button
    • Repeat for all files to upload
    • Select the Upload files button to upload
  4. Select the Close button to go back to the notification

  • To remove the expense report from the Expense Requests system, select the Delete Expense Report button
  •  Or, you may update and resubmit the expense report, select Withdraw Expense Report button and go to the next step
     

  1. Access Expense Requests Home page
  2. Locate the Transaction Number in the Transactions to Complete section 
    An Expense Report withdrawn from the notification will have a status of Returned.
  3. Select the Update icon to access the expense report
  4. Update and resubmit the report based on the instructions in the notification
What Happens Next?
Last Updated: Jul 24, 2023
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