Updates to select FMS payment handling and service fees Posted April 1, 2026

Starting in May 2026, FMS payment handling and service fees will increase from $35 to $50. Current business processes will not change, and in several cases departments can avoid these fees through proactive management and by using existing tools.

Overview of Fees

The increase applies to the following payment handling fees and service fees: 

• Payment handling fees
  • Rush fees
  • Will call fees
  • Wire fees
  • Foreign currency payment fees (Stanford Easy Pay)
• Service fees
  • Force clear fees for Purchasing Card (PCard) and Travel Card (TCard) transactions and advances 
  • OSA sweep fee

Please note: Payroll rush payment fees will also increase at a later date.

Tools and Support

Payment handling fees 

In-system guidance is available at the point of transaction that outlines the fees for certain options in Req & PO Query, Expense Requests System (ERS), and Stanford Easy Pay (Candex).

• Avoid Rush or Will Call fees: Departments can request to expedite certain types of payments or provide payee the ability to pick up a physical check or receive priority shipping options. To avoid these fees, departments can use standard payment handling.
• Foreign currency payment fee: When a payee requires payment in non-USD currency, a wire payment (for invoices) or the Stanford Easy Pay transaction incurs a handling fee. There are times when it is appropriate to pay in foreign currencies, but generally, the university encourages using US Dollars for all business transactions.

Service fees

Transactions must be completed correctly and in a timely manner to comply with Stanford policy and federal regulations and to support financial stewardship of the university’s resources. FMS sends quarterly reminders to departments to manage and prevent these fees.

• Avoid force clearing: Aging expense transactions are force cleared on a quarterly basis, at which point the service fee is charged. For more information on viewing, monitoring, and clearing aging transactions prior to force clear, visit Topic Overview: Managing Aging and Outstanding Expense Transactions.
• Avoid OSA sweeps: Uncleared organization suspense accounts (OSAs) are also force cleared quarterly. For more information on preventing payroll transactions from posting to OSAs, and identifying and clearing OSAs, refer to Topic Overview: Organization Suspense Accounts (OSAs).