Business Expense Updates and Hot Topics Posted July 17, 2026

What changed and why

Effective August 2026, as part of continuous improvement efforts, payees limited to the wire payment method are no longer available on multiple payee Non-PO Payment transactions in the Expense Requests System (ERS). Wire payees have always been limited to single payee transactions. Until now they appeared as available on multiple payee transactions because their payment method was set by default to check. A recent update set those payees to the wire payment method, which correctly excludes them from the multiple payee list. Previously, multiple payee transactions that included a wire payee required manual review and resubmission before they could be processed. Removing wire payees from the list eliminates that rework, and is one example of how Stanford Financial Management Services (FMS) is building smarter tools that reduce clicks, minimize manual entry, and prevent avoidable errors.

What preparers see now

When the Multiple Payee radio button is selected on applicable Non-PO Payment categories, preparers see:

• Only the payees eligible for multiple payee transactions. Wire payees no longer appear in the Search and Select: Payee dialog box. A payee missing from the list is set up for wire payment and must be paid on a single payee transaction instead.
• A note in the Search and Select: Payees dialog box: “Payees limited to the Wire payment method can only be paid via Single Payee transactions.” 

Special Payment Type options on Single Payee transactions

In a separate ERS change, the Special Payment Type field's drop-down options now depend on the payee's payment method, so the preparer sees only the options that apply:

Where to get help

• For step-by-step instructions, refer to How To: Create General Non-PO Payment Request.
• For further questions, submit a support request.
   

Effective July 1, the Internal Revenue Service increased the per-mile reimbursement rates for the remainder of the calendar year. The increase raises rates for both business use and moving (relocation).

The updated 2026 mileage reimbursement rates are now available on Fingate's Mileage Reimbursement Rates Resource page, the Business and Travel Expense Desk Guide, and are updated in Oracle Financials. 

For reference, the rates for the first half of the year are also included on the Fingate Resource page and still apply to travel expenses incurred during that period.
 

On July 27, new functionality involving the Fly America Act exception process will be integrated directly within Oracle Financials’ Expense Requests System (ERS) transactions to replace the requirement to attach a completed Certification of Exception to Fly America Act form as backup documentation.

What is the Federal Air Carrier Requirement (Fly America Act)?

As detailed on the Airfare page, the Fly America Act requires flights  charged to federally sponsored awards to be booked with U.S. flag air carriers, with certain exceptions. Stanford’s PTA awards that begin with PAAAA – TZZZZ are considered federally funded and the Fly America Act would apply to all travelers’ flights charged to these PTAs, including international flights for visitors). Before booking a flight which will be allocated to a federally sponsored PTA that is not booked with  a U.S. air carrier, an allowed exception needs to be identified to ensure compliance with the funding source.

What’s changing?

Now, ERS transaction preparers will be systemically prompted to enter the Fly America Act exception information directly within the transaction whenever any portion of a non-U.S. air carrier flight is allocated to a federally sponsored PTA. Financial approvers can access these details when reviewing ERS transactions through Oracle Financials in both the web browser interface and the Stanford Mobile Approvals app.

Available October 24, preparers of Stanford Easy Pay transactions will notice improvements when entering mileage reimbursement information. The changes allow for automatic calculation of standard mileage reimbursement rates defined by IRS guidelines and customization options as needed depending on the funding source.

What’s changing?

• When reimbursing mileage for the payment category Visitor Relocation and Recruitment, selecting the Mileage expense type will prompt a pop-up where the preparer can then select either Recruitment (default) or Relocation. After entering the number of miles driven and selecting save, the system will automatically apply the correct mileage rate per IRS guidelines, either the standard rate for recruitment, or the lower rate for relocation.
• When reimbursing mileage for the payment category Visitor Reimbursement, selecting the Mileage expense type will prompt a pop-up where the preparer can select either the Standard (default) or Custom mileage rate to be applied. If the Standard mileage rate per IRS guidelines should not be applied, for example because the reimbursement rate is limited by the funding source or for long-term travel, the preparer can select Custom and enter the total USD amount that should be paid.

Resources 

• How To: Create Visitor Relocation Reimbursement using Stanford Easy Pay
• How To: Create Visitor Reimbursement using Stanford Easy Pay
   

Stanford uses the U.S. government per diem rates for meals and/or lodging expenses, to take advantage of governmental cost studies and to ensure general equity with grant and contract requirements.

Domestic (Continental U.S.) Rates
The U.S. General Services Administration (GSA) has announced the Fiscal Year 2026 (FY26) continental United States (CONUS) per diem expense rates effective October 1, 2025, through September 30, 2026. The GSA will keep the FY 2026 per diem reimbursement rates at the same level as FY 2025. 
Use the For Fiscal Year dropdown menu to match the dates the trip occurred.

Outside of Continental U.S. and Foreign Rates 
The U.S. Department of State sets the per diem rates at the beginning of each month for foreign and non-foreign locations overseas (also referred to as OCONUS locations, which includes Alaska, Hawaii, Guam, Puerto Rico, etc.). To view the current per diem rates for an international location, access the Foreign Per Diem Rates by Location.  

For more information on reimbursement methods (e.g., per diem rates and actual expenses), see Topic Overview: Business and Travel Expenses.

As of July 21, new ERS functionality lets preparers upload multiple attachments to a transaction and easily assign them at the transaction level or the line level.

In Attach/View Receipts on the Review page, preparers can use a drop-down menu to select a specific line for each attachment, or make no selection to add the attachment at the transaction level. Once all attachments are assigned, select Submit to add them to the transaction.

Preparers can also continue to add attachments at the line level using the Attach icon (green plus sign or paper clip) on the Review page. 

Additionally, effective July 21, the option to generate a bar code cover sheet and fax attachments to ERS or the PCard Module (e-Fax) has been removed due to low usage of this older technology.

If an attachment that is uploaded to the Expense Requests system (ERS) or the PCard Module appears upside down or sideways, users may now easily rotate it within the system so it is easier to view. Click the Rotate icon on the corner of the attachment to turn it. As shown below, the larger arrow rotates a single or multi-page attachment; the smaller arrow rotates the current page of an attachment.

This functionality was recently restored to simplify preparing, approving, and verifying transactions in ERS and the PCard Module.

Effective February 10, updates within ERS and the PCard Module will provide a more intuitive and streamlined experience for transaction preparers and verifiers. These updates, made in response to user feedback, include:

• Reduced requirements and an improved experience when entering beneficiary information in ERS that will reduce preparers’ processing  time for about half of all ERS transactions. 
• A streamlined user experience with more intuitive fields, buttons, and other elements within ERS and the PCard Module.

Learn more on the Fingate announcement, or register for the February 27 information session for an overview of these changes.