format_list_bulleted Topic Overview

Reimbursements and Expense Reports

This page provides an overview of the roles and responsibilities, process, and procedures for initiating and approving expense reports using the Expense Requests System (ERS).

The Expense Requests System is used to initiate and process the following transactions. Expense Requests System transactions are assigned a transaction number by the system when new transactions are created. Transactions start with a prefix indicating the type of transaction.
 

Transaction prefixType of Transaction
ADVAdvance Request
ERExpense Report for Stanford University (SU) Payee (for reimbursements to employees or students)
EZPStanford Easy Pay transactions, used for visitor reimbursements and visitor honoraria.
PRNon-PO Payment request
VRExpense Report for non-SU Payee 
PCPetty Cash replenishment request
DPDigital Payment for non-SU Payee (This payment method was replaced by Stanford Easy Pay on March 31, 2025. Historical transactions remain for reporting and reference).
DRDigital Reimbursement transaction used only by DAPER

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 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 Expenses)

RolesResponsibilities
Departments and Unit Finance Managers
  • It is the responsibility of the financial managers, officers and deans to periodically advise faculty, staff and students of requirements. Dean’s offices should properly advise new employees of this guidance and any related local policies and procedures. Visitors should be informed of policies if they are booking their own travel.
  • Exceptions to any stated policy or guidance should be submitted to and approved by the Dean’s office before an expense is incurred. Detailed justification for the exception should be provided to be attached to the Expense Request.
Payee/Originator (the individual incurring the expense)
  • Before incurring an expense, the originator is responsible for understanding the university's policy and guidance.
  • The originator is responsible for providing the necessary information and documentation to prepare the request. Depending on the type, value and funding source of the expense, certain requirements and policies apply.
  • Should an exception to policy be required, a request for an exception should be sent to the originator’s Dean’s office before incurring the expense. The originator should attach the approval of the exception to the Expense Request.
  • It is considered a best practice for originators to submit all required information and documentation to the preparer within the 10-day timeframe
  • If expense requests are not made within 60 days, the reimbursement amount paid by Stanford will be tax-reportable as income to the individual per IRS guidelines.
Preparer (the individual preparing the expense request)
  • The preparer submits expense reports to properly record travel and business-related expenses and to request reimbursement on behalf of Stanford payees (faculty, staff, students, emeritus on payroll) and non-Stanford payees, including reporting expenses purchased with a Stanford Travel Card.
  • It is considered a best practice expense report within 10 days of the expense(s) being incurred or the travel end date.
  • Some transactions for specific senior executives require independent review. For more details, see Independent Review of Senior Executive Expenses in Authority to Approve Financial Transactions.
Approvers
  • Approvers have the responsibility to examine transactions to ensure that charges are appropriate and comply with university policies.
  • Transactions submitted in the Expense Requests System are reviewed for authorization by designated "approvers" with authority to approve charges to the PTAE utilized.
  • Expenses are payable only when all required approvals, including any required approval from government agencies or other project sponsors, are obtained.
  • Employees may not authorize travel or approve expenses for themselves or for a person to whom they report directly or indirectly.
  • Some transactions for specific senior executives require independent review. For more details, see Independent Review of Senior Executive Expenses in Authority to Approve Financial Transactions.
Business Expense Team
  • Once approved, transactions are routed to a processor on the Business Expense team in Financial Management Services. The team checks to see that the expenditures and supporting documentation comply with policy and government regulations, and if compliant, will approve the transaction for payment. When a transaction is non-compliant, it is rejected, and the person initiating the transaction is notified of required action.

Timing considerations

With limited exceptions, expenses submitted more than 60 days after they were incurred will be reported as additional income to the employee, in accordance with Internal Revenue Service guidelines described in Topic Overview: Business and Travel Expenses. When the expense report/reimbursement request is not prepared and submitted within this 60-day window, the preparer should explain the delay in the business purpose field and use the delay reason field to indicate the cause for the delay. If the transaction is still flagged, the individual(s) will be notified that they may be tax reported. 

Resources to initiate, prepare and submit the transaction

Approver resources

Preparer resources

  • The Submitted Transactions table displays a preparer's transactions that have been submitted for approval and are either outstanding or have been paid in the last 30 days. To view older transactions that have been paid more than 30 days ago, use the Search feature in the Expense Request System.
  • Refer to How To: Handle Rejected/Returned Transactions and Request for More Info for help with Workflow Notifications generated when transactions are returned or rejected by Approvers or the Business Expense team.

The reimbursement or payment is processed according to the payment method.

Locate or view the status of a transaction in one of the following ways:

StatusRole taking actionStatus description
SavedPreparerSaves transaction by selecting the Save button anywhere in the transaction creation process prior to submission.
In ProgressPreparerPreparer exited the transaction creation process without selecting the Save button.
WithdrawnPreparerWithdraws transaction using the Withdraw icon on Expense Requests Home page while the transaction is Pending Current Approver (prior to PTA approval).
Pending Current ApproverApproverThe preparer has submitted the transaction to the financial approver of the PTA for approval. 
Pending Your ResolutionPreparerAn approver, Business Expense processor, or Independent Reviewer (when applicable) has returned the transaction to the preparer for more information or additional documentation.
ReturnedPreparerThe preparer submitted the transaction, it was returned by the Business Expense processer, then the preparer withdrew the transaction from the Oracle workflow notification.
RejectedApprover or Business ExpenseThe approver or Business Expense processor has rejected the transaction.
Pending Independent Reviewer ApprovalIndependent ReviewerThe transaction is pending review by the payee's Independent Reviewer.
Ready for Payment (or) 
Pending Payment		Accounts PayableThe transaction has been fully approved and is being processed for payment.
Pending Supplier SetupSupplier EnablementWhen applicable, Supplier Enablement is setting up a new or updating an existing supplier/payee record in Stanford's supplier/payee database.
PaidN/AThe transaction has been paid/processed.
Last Updated: Apr 14, 2025
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