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Quick Start Guide: Purchasing and Reimbursement at Stanford

New to Stanford? Use this quick start guide to learn about Financial Management Services, your role in stewarding Stanford’s financial assets and resources, how to make purchases that support the university, and how to book and pay for university-sponsored travel, manage your funds, and plan international financial activities on behalf of Stanford.

Financial Management Services (FMS) is a unit within the Stanford University Business Affairs organization. FMS sets central level finance policy, processes and systems and works with finance leaders across the entire university to safeguard university funds and ensure strong financial stewardship. To learn more about FMS, visit About Financial Management Services.

Financial stewardship is the protection and appropriate use of financial assets and resources. At Stanford, faculty and staff should practice financial stewardship to ensure that resources are used appropriately, in support of the mission, and comply with policies, laws and sponsor or donor intent.

The Stanford Administrative Guide (sometimes referred to as the AGM) includes important financial policies for faculty and staff, such as:

  • The University Code of Conduct (AGM 1.1.1)
  • Signature and Financial Approval Authority (AGM 1.9.1)
  • Responsibility for University Financial Assets (AGM 3.1.1)

Visit Fingate for information and tools necessary to conduct financial activities at Stanford. For help with or questions about these activities, contact the Financial Support Center (FSC). For ethics or compliance issues, contact the University Ethics & Compliance Helpline, or report a compliance concern by clicking the link at the top of every Fingate page.

When traveling for Stanford, always follow the travel booking policy described on the Business and Travel Expense Policies page on Fingate to ensure reimbursement for travel expenses. The Stanford Travel Program page describes Stanford’s travel booking channels and their benefits, and provides guidance on booking air travel, hotels and lodging, ground transportation, and rental cars for university-sponsored travel.

Visit the Business and Travel Expense Policies page for an overview of key considerations and processes around business and travel expenses. To manage these expenses wisely, follow these tips:

  • Before making a purchase, check your school or department’s guidelines first. They may have more restrictive expense and reimbursement rules than the university.
  • Consider the funding source and its restrictions before using it for an expense.
  • Submit your expenses in a timely manner (within 10 days of incurring the expense is optimal). After 60 days there may be tax consequences.
  • Receipts for expenses of $75 or more are required with your expense request. Some schools and units may require all receipts.

Use the optional eReceipts application to upload and share images of business and travel receipts with expense preparers or others from a mobile device. Learn more on the eReceipts system page.

Stanford has preferred purchasing methods for a wide range of  purchasing categories. Common purchasing methods include:

Faculty can manage their funds and view fund balances and transactions details through the self-service Faculty Financial Inquiry Tool, or launch the tool at ffit.stanford.edu. Data is refreshed nightly from multiple Stanford financial systems.

Global Business Services (GBS) partners with faculty and administrative staff to support the objectives of international projects and programs through a mix of business solutions and in-country support, which safeguard, enable and accelerate such initiatives. Contact GBS for guidance if you will be in a country for an extended period or plan to pay local residents in the country.

The Financial Support Center (FSC) provides friendly and professional service for all your financial questions. Call 650-723-2772 or submit a support request.

Last Updated: Nov 14, 2023
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