Expense Request System (ERS) transactions require an expense type to be selected for each expense line. The expense type is used to categorize the general type of expense (e.g., Airfare) which then generates the appropriate expenditure types (e.g., 52410 - Domestic Travel Allowable). The Expenditure Type Mapping tool can be used to determine what expenditure type codes are available for use in the Expense Requests System.
Each ERS Category includes certain Expense Types which are defined below.
| Expense Type | Guidance |
|---|---|
| Adjusted Per Diem | Adjusted Per Diem may be used when:
|
| Airfare | Used for airfare costs that will be paid for by the university (omitting costs of personal expenses or upgrades). Refer to expense type Ancillary Airline Fee for fees charged on top of airfare. |
Alaska/ Hawaii Lodging (for per diem) | Used for lodging per diem for domestic locations outside of the continental US. To view the current per diem rates for these locations, access the DoD’s Per Diem Rate Lookup. For reduced per diem rates, see Adjusted Per Diem. |
Alaska/ Hawaii Meals (for per diem) | Used for meals per diem for domestic locations outside of the continental US. To view the current per diem rates for these locations, access the DoD’s Per Diem Rate Lookup. For reduced per diem rates, see Adjusted Per Diem. |
| Ancillary Airline Fee | Used for permissible ancillary fees that are charged by the airline. |
| Business Meal | A business meal, also called a working meal, is a meal at which faculty, staff, students and/or guests are present for the purpose of conducting university business. This applies to food brought into a meeting or a business meal that takes place at a restaurant. When alcohol is part of a Business Meal, use the Business Meal with Alcohol expense type. |
| Business Meal with Alcohol | Use this expense type for a business meal where alcoholic beverages were consumed. This applies to food brought into a meeting or a business meal that takes place at a restaurant. |
| Car Rental | Used for car or truck rental (including expenses for appropriate additional insurance). Also used for gas expenses for these rented vehicles. Refer to the Topic Overview: Ground Transportation for more information. |
| Conference Registration | Used for conference registration and training fees. |
Continental US Lodging (for per diem) | Used for per diem lodging in continental US. To view the current per diem rates for a city (or county if the city is not listed), access the GSA’s Domestic Per Diem Rates. For reduced per diem rates, see Adjusted Per Diem. |
Continental US Meals (for per diem) | Used for per diem meals in continental US. To view the current per diem rates for a city (or county if the city is not listed), access the GSA’s Domestic Per Diem Rates. For reduced per diem rates, see Adjusted Per Diem. |
| Employee Morale | Used for costs of activities (e.g., baseball tickets) or for the purpose of employee morale activities for team building. If an event with the specific purpose of gathering colleagues together for team building activities includes a meal, use the Business Meal or Business Meal with Alcohol expense type for the meal portion of the event. |
| Gift Card - Employee | Used only for gift cards provided as employee gifts to Stanford University staff and faculty. This is appropriate for gift cards provided to student employees in relation to their employment. |
| Gifts | Used for tangible gifts for all recipients as well as gift cards for students/visitors. |
| Ground Transportation | Use for ground transportation expenses such as taxi, rideshare (e.g., Uber), car service, etc. Use “Parking Fees” Expense Type for parking expenses.* |
Group Travel Meal (for actual expenses within daily maximums) | Used for a group travel meal, which is when a group of Stanford employees, affiliates or colleagues are travelling together or attending the same conference share an ordinary and necessary meal. |
Group Travel Meal with Alcohol (for actual expenses within daily maximums) | Used for a group travel meal which included alcohol. |
| Human Subject Incentive | Used to clear a human subject advance or request reimbursement for employee out-of-pocket expenses for incentive payments (cash or non-cash) made to human subjects. Note: Direct incentive payments to human subjects should be processed via the non-PO Payments process. |
Lodging (for actual expenses) | Used for lodging expenses, such as hotel rooms or homeshares. After selecting the lodging Expense type, non-lodging expenses which may be included on a hotel folio can be added via the itemization process (e.g., such as parking and wifi service) using the appropriate expense types. |
| Membership Dues | Used to pay for memberships to professional organizations and publications related to university business. |
| Mileage | Used for mileage driven in a personal vehicle. |
| Miscellaneous | Used for other reimbursable expenses less than $2,500 that are not covered by a more specific expense type, such as: supplies, postage, photocopies, publication printing, books, etc. This is also appropriate for fees related to Egencia Savings Finder. |
| Other Transportation | Used for transportation expenses that do not fit into Airfare or Ground Transportation, such as ferries, boats or other specialized transit. |
| Parking Fees | Used for parking expenses incurred during approved university business travel, such as at an airport, hotel, or conference venue. This expense type cannot be used for parking related to an employee's regular commute to their primary work location. |
| STAP | Used for tuition and training assistance expenses covered by the Staff Training Assistance Program (STAP), which is administered by University HR. |
| Subscriptions | Used for purchasing or maintaining a subscription to a journal, magazine, newsletter or other information source. |
Travel Meal - Daily Total (for actual expenses within daily maximums) | Used to enter the total cost of all travel meals (where none contain alcohol) for a specific day, on one expense line, including food, tax, and tip. Do not combine with any other Travel Meal expense type on a specific day (e.g., Single Meal). Actual expense amounts required. |
Travel Meal - Daily Total with Alcohol (for actual expenses within daily maximums) | Used to enter the total cost of all travel meals (where one or more contain alcohol) for a specific day, on one expense line, including food, alcohol tax, and tip. Do not combine with any other Travel Meal expense type on a specific day (e.g., Single Meal). Actual expense amounts required. |
Travel Meal - Single Meal (for actual expenses within daily maximums) | Used to enter the total cost of a single travel meal (without alcohol) for a specific day, on one expense line, including food, tax, and tip. |
Travel Meal- SingleMealwAlcohol (for actual expenses within daily maximums) | Used to enter the total cost of a single travel meal (with alcohol) for a specific day, on one expense line, including food, tax, and tip. |
| Expense Type | Guidance |
|---|---|
| Adjusted Per Diem | Adjusted Per Diem may be used when:
|
| Airfare - Foreign and Domestic | Used for airfare costs that will be paid for by the university (omitting costs of personal expenses or upgrades). Refer to expense type Ancillary Airline Fee for fees charged on top of airfare. |
Alaska/ Hawaii Lodging (for per diem) | Used for lodging per diem for domestic locations outside of the continental US. To view the current per diem rates for these locations, access the DoD’s Per Diem Rate Lookup. For reduced per diem rates, see Adjusted Per Diem. |
Alaska/ Hawaii Meals (for per diem) | Used for meals per diem for domestic locations outside of the continental US. To view the current per diem rates for these locations, access the DoD’s Per Diem Rate Lookup. For reduced per diem rates, see Adjusted Per Diem. |
| Ancillary Airline Fee | Used for permissible ancillary fees that are charged by the airline. |
| Business Meal | A business meal, also called a working meal, is a meal at which faculty, staff, students and/or guests are present for the purpose of conducting university business. This applies to food brought into a meeting or a business meal that takes place at a restaurant. When alcohol is part of a Business Meal, use the Business Meal with Alcohol expense type. |
| Business Meal with Alcohol | Use this expense type for a business meal where alcoholic beverages were consumed. This applies to food brought into a meeting or a business meal that takes place at a restaurant. |
| Car Rental | Used for car or truck rental (including expenses for appropriate additional insurance). Also used for gas expenses for these rented vehicles. Refer to the Topic Overview: Ground Transportation for more information. |
| Conference Registration | Used for conference registration and training fees. |
Continental US Lodging (for per diem) | Used for per diem lodging in continental US. To view the current per diem rates for a city (or county if the city is not listed), access the GSA’s Domestic Per Diem Rates. For reduced per diem rates, see Adjusted Per Diem. |
Continental US Meals (for per diem) | Used for per diem meals in continental US. To view the current per diem rates for a city (or county if the city is not listed), access the GSA’s Domestic Per Diem Rates. For reduced per diem rates, see Adjusted Per Diem. |
| Employee Morale | Used for costs of activities (e.g., baseball tickets) or for the purpose of employee morale activities for team building. If an event with the specific purpose of gathering colleagues together for team building activities includes a meal, use the Business Meal or Business Meal with Alcohol expense type for the meal portion of the event. |
| Gift Card - Employee | Used only for gift cards provided as employee gifts to Stanford University staff and faculty. This is appropriate for gift cards provided to student employees in relation to their employment. |
| Gifts | Used for tangible gifts for all recipients as well as gift cards for students/visitors. |
| Ground Transportation | Use for ground transportation expenses such as taxi, rideshare (e.g., Uber), car service, etc. Use “Parking Fees” Expense Type for parking expenses.* |
Group Travel Meal (for actual expenses within daily maximums) | Used for a group travel meal, which is when a group of Stanford employees, affiliates or colleagues are travelling together or attending the same conference share an ordinary and necessary meal. |
Group Travel Meal with Alcohol (for actual expenses within daily maximums) | Used for a group travel meal which included alcohol. |
| Human Subject Incentive | Used to clear a human subject advance or request reimbursement for employee out-of-pocket expenses for incentive payments (cash or non-cash) made to human subjects. Note: Direct incentive payments to human subjects should be processed via the non-PO Payments process. |
International Lodging (for per diem) | Used for lodging per diem for international locations. For reduced per diem rates, see Adjusted Per Diem. Please note: This expense type is available from the Per Diem Expenses tab within ERS. |
International Meals (for per diem) | Used for lodging per diem for international locations. For reduced per diem rates, see Adjusted Per Diem. Please note: This expense type is available from the Per Diem Expenses tab within ERS. |
Lodging - Foreign and Domestic (for actual expenses) | Used for lodging expenses, such as hotel rooms or homeshares. After selecting the lodging Expense type, non-lodging expenses which may be included on a hotel folio can be added via the itemization process (e.g.such as parking and wifi service) using the appropriate expense types. This Expense Type is appropriate for Egencia Savings Finder fees. |
| Membership Dues | Used to pay for memberships to professional organizations and publications related to university business. |
| Miscellaneous - Foreign | Used for other reimbursable expenses less than $2,500 that are not covered by a more specific expense type, such as: supplies, postage, photocopies, publication printing, books, etc. This is also appropriate for fees related to Egencia Savings Finder. |
| Other Transportation | Used for transportation expenses that do not fit into Airfare or Ground Transportation, such as ferries, boats or other specialized transit. |
| Parking Fees- Foreign | Used for parking expenses incurred during approved university business travel, such as at an airport, hotel, or conference venue. This expense type cannot be used for parking related to an employee's regular commute to their primary work location. |
| Personal Automobile Mileage | Used for mileage driven in a personal vehicle. Please note: This expense type is available from the Mileage Expenses tab within ERS. |
| STAP - Foreign | Used for tuition and training assistance expenses covered by the Staff Training Assistance Program (STAP), which is administered by University HR. |
| Subscriptions - Foreign | Used for purchasing or maintaining a subscription to a journal, magazine, newsletter or other information source. |
Travel Meal - Daily Total (for actual expenses within daily maximums) | Used to enter the total cost of all travel meals (where none contain alcohol) for a specific day, on one expense line, including food, tax, and tip. Do not combine with any other Travel Meal expense type on a specific day (e.g., Single Meal). Actual expense amounts required. |
Travel Meal - Daily Total with Alcohol (for actual expenses within daily maximums) | Used to enter the total cost of all travel meals (where one or more contain alcohol) for a specific day, on one expense line, including food, alcohol tax, and tip. Do not combine with any other Travel Meal expense type on a specific day (e.g., Single Meal). Actual expense amounts required. |
Travel Meal - Single Meal (for actual expenses within daily maximums) | Used to enter the total cost of a single travel meal (without alcohol) for a specific day, on one expense line, including food, tax, and tip. |
Travel Meal- Single Meal w Alcohol (for actual expenses within daily maximums) | Used to enter the total cost of a single travel meal (with alcohol) for a specific day, on one expense line, including food, tax, and tip. Use an unallowable expenditure type. |
| Expense Type | Guidance |
|---|---|
| Airfare | Used for airfare costs that will be paid for by the university (omitting costs of personal expenses or upgrades). Refer to expense type Ancillary Airline Fee for fees charged on top of airfare. |
Ancillary Airline Fee | Used for permissible ancillary fees that are charged by the airline. |
Car Rental | Used for car or truck rental (including expenses for appropriate additional insurance). Also used for gas expenses for these rented vehicles. Refer to the Topic Overview: Ground Transportation for more information. |
Ground Transportation | Used for ground transportation expenses such as taxi, rideshare (e.g., Uber), car service, etc. Use “Parking Fees” Expense Type for parking expenses. |
Human Subject Incentive | Used to clear a human subject advance or request reimbursement for out-of-pocket expenses for incentive payments (cash or non-cash) to individuals participating in a research project, survey, or study. Note: Direct incentive payments to human subjects should be processed via the non-PO Payments process. |
Lodging (for actual expenses) | Used for lodging expenses, such as hotel rooms or homeshares. After selecting the lodging Expense type, non-lodging expenses which may be included on a hotel folio can be added via the itemization process (e.g.such as parking and wifi service) using the appropriate expense types. |
Mileage | Used for mileage driven in a personal vehicle. |
Miscellaneous | Used for other reimbursable expenses costing less than $2,500 that are not covered by a more specific expense type, such as: supplies, postage, photocopies, publication printing, books, etc. |
Other Transportation | Used for transportation expenses that do not fit into Airfare or Ground Transportation, such as ferries, boats or other specialized transit. |
Parking Fees | Used for parking expenses incurred during approved university business travel, such as at an airport, hotel, or conference venue. This expense type cannot be used for parking related to an employee's regular commute to their primary work location. |
Travel Meal - Daily Total (for actual expenses within daily maximums) | Used to enter the total cost of all travel meals (where none contain alcohol) for a specific day, on one expense line, including food, tax, and tip. Do not combine with any other Travel Meal expense type on a specific day (e.g., Single Meal). Actual expense amounts required. |
Travel Meal - Daily Total with Alcohol (for actual expenses within daily maximums) | Used to enter the total cost of all travel meals (where one or more contain alcohol) for a specific day, on one expense line, including food, tax, and tip. Use an unallowable expenditure type. Do not combine with any other Travel Meal expense type on a specific day (e.g., Single Meal). Actual expense amounts required. |
Travel Meal - Single Meal (for actual expenses within daily maximums) | Used to enter the total cost of a single travel meal (without alcohol) for a specific day, on one expense line, including food, tax, and tip. |
Travel Meal -Single Meal w Alcohol (for actual expenses within daily maximums) | Used to enter the total cost of a single travel meal (with alcohol) for a specific day, on one expense line, including food, alcohol tax, and tip. Use an unallowable expenditure type. |
| Expense Type | Guidance |
|---|---|
Adjusted Per Diem | Used to enter the Per Diem amount when using a sponsored PTA account only. In all other circumstances, Stanford only reimburses visitors for ACTUAL expenses. Preparers can determine the appropriate Per Diem amount by looking up in the GSA’s Domestic Per Diem Rates or Foreign Per Diem Rates by Location. |
Airfare | Used for airfare costs that will be paid for by the university (omitting costs of personal expenses or upgrades). Refer to expense type Ancillary Airline Fee for fees charged on top of airfare |
Ancillary Airline Fee | Used for permissible ancillary fees that are charged by the airline. |
Car Rental | Used for car or truck rental (including expenses for appropriate additional insurance). Also used for gas expenses for these rented vehicles. Refer to the Topic Overview: Ground Transportation for more information |
Conference Registration | Used for conference registration and training fees. |
Ground Transportation | Used for transportation expenses such as parking, taxi, rideshare (e.g., Uber), car service, etc. Refer to Topic Overview: Ground Transportation for more information. |
Lodging (for actual expenses) | Used for lodging expenses, such as hotel rooms or homeshares. |
Meals (for actual expenses within maximums) | Used to enter a single or group meal (travel or business meals) that does not include alcohol. |
Meals with Alcohol (for actual expenses within maximums) | Used to enter a single or group meal (travel or business meals) that includes alcohol. |
Mileage | Used for mileage driven in a personal vehicle. |
Miscellaneous | Used for other reimbursable expenses not covered by a more specific expense type. |
| Expense Type | Guidance |
|---|---|
Performed in CA | Used when the service was performed in California. |
Performed in US | Used when the service was performed in the US in another state than California. |
Performed Outside US | Used when the service was performed outside the US. |
| Expense Type | Guidance |
|---|---|
Adjusted Per Diem | Used to enter the Per Diem amount when using a sponsored PTA account only. In all other circumstances, Stanford only reimburses visitors for ACTUAL expenses. Preparers can determine the appropriate Per Diem amount by looking up in the GSA’s Domestic Per Diem Rates or Foreign Per Diem Rates by Location. |
Airfare | Used for airfare costs that will be paid for by the university (omitting costs of personal expenses or upgrades). Refer to expense type Ancillary Airline Fee for fees charged on top of airfare |
Ancillary Airline Fee | Used for permissible ancillary fees that are charged by the airline. |
| Automobile Shipment | Used for the cost of shipping a personal automobile to the new location as part of a future employee's relocation. |
Car Rental | Used for the rental of a car during the relocation or recruitment period, including the cost of gas. Refer to the Topic Overview: Ground Transportation for more information, such as when car rental insurance is paid for by the university. |
Gas | Used for gasoline purchased during relocation travel. |
Ground Transportation | Used for ground transportation expenses incurred during the relocation, such as taxi, rideshare (e.g., Uber), shuttle, or public transit fares. For parking, use the Parking Fees expense type. |
| House Hunting Fees | Used for specific fees associated with securing new housing or vacating a previous residence such as termination penalties, rental application fees, and real estate agent fees. |
Lodging (for actual expenses) | Used for lodging expenses incurred during relocation or recruitment travel, such as hotel rooms or homeshares. |
Meals (for actual expenses within maximums) | Used to enter a single or group meal (travel or business meals) that does not include alcohol. |
Meals with Alcohol (for actual expenses within maximums) | Used to enter a single or group meal (travel or business meals) that includes alcohol. |
Mileage | Used for mileage driven in a personal vehicle during recruitment or relocation travel. |
Miscellaneous | Used for other reimbursable expenses not covered by a more specific expense type. |
Moving Company | Used for out of pocket costs for a moving company. To make a payment directly to the moving company, please use Non-PO Payments. |
Moving Supplies | Used for the cost of moving supplies, such as boxes, tape, and packing material. |
Other Transportation | Used for transportation expenses that do not fit into Airfare or Ground Transportation, such as ferries, boats or other specialized transit. |
Parking Fees | Used for parking fees incurred during relocation or recruitment travel. |
Shipping Personal Household items | Used for the cost of shipping a small volume of personal household goods via a parcel carrier (e.g., UPS, FedEx) instead of using a full moving company. |
Storage | Used for the cost of temporarily storing (limited to 60 days) household goods in a storage facility as part of the relocation process. |
Temporary Living Expense | Used for the cost of temporary housing (e.g., a short-term rental or extended-stay hotel) at the new location after arrival and before moving into permanent housing. |
Truck Rental | Used for truck rental during relocation, including costs of gas. |
| Expense Type | Guidance |
|---|---|
Ancillary Airline Fee | Used for permissible ancillary fees that are charged by the airline. |
| Automobile Shipment | Used for the cost of shipping a personal automobile to the new location as part of a future employee's relocation. |
Gas | Used for gasoline purchased during relocation travel. |
Ground Transportation | Used for ground transportation expenses incurred during the relocation, such as taxi, rideshare (e.g., Uber), shuttle, or public transit fares. For parking, use the Parking Fees expense type. |
| House Hunting Fees | Used for specific fees associated with securing new housing or vacating a previous residence such as termination penalties, rental application fees, and real estate agent fees. |
Lodging (for actual expenses) | Used for lodging expenses incurred during relocation travel, such as hotel rooms or homeshares. |
Meals (for actual expenses within daily maximums) | Used for meal expenses incurred while in transit to the new location as part of the employee's relocation. |
Mileage | Used for mileage driven in a personal vehicle during recruitment or relocation travel. Please note: This expense type is available from the Mileage Expenses tab within ERS. |
Miscellaneous | Used for other reimbursable relocation related expenses not covered by a more specific expense type. |
Moving Company | Used for out of pocket costs for a moving company. To make a payment directly to the moving company, please use Non-PO Payments. |
Moving Supplies | Used for the cost of moving supplies, such as boxes, tape, and packing material. |
Other Transportation | Used for transportation expenses that do not fit into Airfare or Ground Transportation, such as ferries, boats or other specialized transit. |
Parking Fees | Used for parking fees incurred during relocation travel. |
Relocation Airfare | Used for airfare costs that will be paid for by the university to travel to the new work location (omitting costs of personal expenses or upgrades). Refer to expense type Ancillary Airline Fee for fees charged on top of airfare. |
Relocation Car Rental | Used for the rental of a car during the relocation period, including the cost of gas. Refer to the Topic Overview: Ground Transportation for more information, such as when car rental insurance is paid for by the university. |
Shipping Personal Household items | Used for the cost of shipping a small volume of personal household goods via a parcel carrier (e.g., UPS, FedEx) instead of using a full moving company. |
Storage | Used for the cost of temporarily storing (limited to 60 days) household goods in a storage facility as part of the relocation process. |
Temporary Living Expense | Used for the cost of temporary housing (e.g., a short-term rental or extended-stay hotel) at the new location after arrival and before moving into permanent housing. |
Truck Rental | Used for truck rental during relocation, including costs of gas. |
| Expense Type | Guidance |
|---|---|
Human Subject Incentive | Used to request an advance for the purchase of tangible items, gift cards and/or cash as incentives to human subjects participating in a study. Note: Direct incentive payments to human subjects should be processed via the non-PO Payments process. |
Travel Reimbursement | Used to request an advance for out-of-pocket travel expenses. |
Used only by Athletics staff. Please consult the athletics finance team.
Used only by University Human Resources staff. Please consult your local HR administrator.