All personal expenses charged to the Travel Card, must be repaid to Stanford. Learn more in the Travel Card usage guidance and restrictions on the Topic Overview: Stanford Travel Cards (TCard) page. For instructions on repaying PCard charges, please visit, How To Handle Personal Expenses Charged to the PCard.
If it is not easy to separate out the costs that will be covered by an external party, the Stanford Travel Card may be used to pay for the total cost of the trip, but Stanford must be reimbursed by the traveler or travel arranger for the external party portion. Learn more in the Topic Overview: Business and Travel Expenses, under Split or Partially Funded Travel for more information. If the entire travel has been paid for by a third party and no charges were made using the Travel Card, an ERS transaction does need to be entered.
Return Personal Expenses Charged to Travel Card
Before You Start
For details on using Expense Reports to manage Travel Card Expenses, review the STARS Course, FIN-0402: Expense Reports with Travel Card Transactions and/or view the Learning Supplements, Expense Reports with Travel Card Transactions Task Demonstrations.
Personal expenses not paid back to Stanford University may be:
- Withheld from subsequent reimbursements to the payee
- Reported as personal income to the payee
Cash expenses listed in the transaction may be applied against the personal charges made on the Travel Card to reduce or eliminate the amount of personal expenses that need to be repaid to Stanford. The personal expenses should be identified as directed below but the total to be paid to Stanford may be affected by these other cash expenses.
If the transaction associated with the personal expense has been force cleared, proceed to Topic Overview: Managing Aging and Outstanding Expense Transactions for next steps.
- Go to Oracle Financials
- Select Login
- Enter SUNet ID and password, if prompted
- Select SU Expense Requests
All expenses for a trip or that pertain to a single business purpose should be included in one expense report.
- Select all Stanford Travel Card transactions that should be applied to the Expense Report (including fully and partially personal charges)
- Select Next or Previous to view additional transactions if necessary
Learn more in the How To Create Expense Report for SU Payees, Step 5
- Identify completely personal Travel Card transactions
- Select the checkbox for each fully personal transaction line
- Select the Categorize as Personal button above the line items
The fully personal transaction lines will be listed as personal expenses.
- Identify partially personal transactions
- Select Travel Card transaction and add to transaction lines
- Select Details for that line
- Select Itemize for the line with the personal charge
- Under Itemization 1-1, enter just the business portion of the charge as the amount
- Enter Remarks regarding the personal portion of the charge, and the non-business portion now shows as Personal Expenses
Select Return to List and continue
Learn more in the Expense Reports with Travel Card Transactions - Learning Supplement for more information.
- Continue to add additional Expense Lines as needed, Expense Allocations, Approvers and Approval Notes
- Review the transaction carefully for completeness, accuracy and policy compliance.
- To pay the amount that you owe for personal charges (not covered by cash expenses listed in the transaction), mail a personal check or money order made out to Stanford University for the personal charges made on a Travel Card.
- Include a note with the check giving the related Expense Request number, and, if possible, attach the check to a printout of the Full View of the Expense Request.
Send the check/money order to:
- Stanford University
Financial Management Services
MC: 8440
415 Broadway
Redwood City, CA 94063-3133
- Stanford University
Do not scan the check and send the scanned image by email. Send the check via the U.S. Mail. Mail is checked daily.
- Payment Services receives the check or money order, records the Expense Request number, and creates a transaction to reconcile the amount due to the university.
- Outstanding transactions can be tracked using the TCard Personal Transactions Payment Due report, available in the OBI Dashboard: Expense Requests and SU Card Activity (ERR).
- If payment is overdue, reminders are sent at 15 and 45 days. At 60 days, a final notice is issued, warning of force-clearing and tax reporting to the payee. The force-cleared amount, including a handling fee, is charged to the organization’s Accounts Payable (AP) Default PTA.
- If the department incorrectly deposits the check, a copy of the deposit (including the PTAE) must be submitted to clear the outstanding transaction
- Submit a Support Request with the deposit details as proof referencing the transaction number and transaction details attached to the support request.
- Once the copy of the deposit is received by Business Expense, a transaction will be processed to reconcile the outstanding balance.