This page provides an overview of roles and responsibilities and the process, policies and procedures for initiating and approving expense reports using the Expense Requests system. In certain situations, visitor travel expenses may be reimbursed using electronic digital payments. For more information, refer to Topic Overview: Digital Payments.
Initiate Expense Report/Reimbursement Request
With a few exceptions, expenses submitted more than 60 days after they were incurred will be reported as additional income to the individual, in accordance with Internal Revenue Service guidelines.
Approve or Reject Expense Report
Review, Approve, Return, Escalate or Reject for Non-Compliant Lines
Track Reviews (Approvals, Returns, Rejections) and Payment
Roles and Responsibilities
It is the responsibility of the individual incurring expenses, those who assist others with incurring expenses and those involved in the preparation and approval of reimbursement requests or financial transactions to exercise good stewardship of university funds and to adhere to university policies. Travelers should neither gain nor lose personal funds as a result of business travel on behalf of Stanford University. Learn more about roles and responsibilities in the following table. (Refer to Topic Overview: Business and Travel Expense Policies)
|Departments and Unit Finance Managers||
|Originator (the individual incurring the expense)||
|Preparer (the individual preparing the expense request)||
|Business Expense Team||