Expense Requests is Stanford's system for business and travel expense reporting including Travel Card (TCard) charges, requesting advances and non-PO payment requests and submitting petty cash account replenishments.

The Expense Requests System is used to:

Visit the Newsroom for recent announcements and subscribe to receive future Expense Requests system updates and enhancements. 

If you require access to the Expense Requests system, you will need to:

Travel Card verifiers and Petty Cash custodians require additional authority privileges which are granted during the application process by Financial Management Services. 

Financial approvers do not need access to the Expense Requests system in order to review and approve or reject transactions submitted for their approval. Expense Requests system approvals are handled using Oracle Workflow Notifications. Refer to Topic Overview: Authority to Approve Financial Transactions and How-to: Approve, Request More Info or Reject an Expense Report, Advance or Non-PO Payment.

Courses for the Expense Requests system are available online, accessible on-demand via STARS. If you have previously completed courses including those listed as prerequisites, you do not need to re-take them unless specified.

Courses Required for Expense Requests System Access

Courses Required for New Travel Card (TCard) Verifiers

The course listed below applies to the person listed on the Travel Card application that will be responsible for verifying TCard transactions and originating expense reports.

Recommended Courses by Subject Area

The Expense Requests system supports a variety of business processes and different types of business and travel-related transactions. The following courses are recommended to users based on specific job roles and responsibilities. Complete courses required for Expense Requests system access prior to enrolling in any of the courses below. 

Courses Required for Approvers of Expense Requests System Transactions

Additional Courses Required for New Petty Cash Custodians

Upon completion of required training, the petty cash custodian will be granted access to the Petty Cash module within the Expense Requests system and the account will be funded. To ensure that custodians are up to date with petty cash requirements, a short annual recertification training is administered by the Office of the Treasurer via STARS to all petty cash custodians.

For training assistance (e.g., course enrollment, completions, training-related questions or training records), contact the Financial Management Services Training Specialist.

Step-by-Step Instructions:

Category How-to Instructions

Oracle Basics

Expense Requests System Basics
Expense Reports

Note: Understand Guidelines for Use of Categories for SU Payees and Guidelines for Use of Categories for Non-SU Payees (Visitor Reimbursement).

 
Travel Card  (TCard) Charges
Advances

Note: Understand Guidelines for Use of Advance Categories

 
Non-PO Payments

Note: Understand Guidelines for Use of Non-PO Payment Categories

 
Human Subject Payments For help determining the correct payment method in the Expense Requests system, refer to Paying Human Subjects - Payment Methods by Incentive and Payee Type.
Petty Cash

Refer to Life Cycle of a Petty Cash Fund

There are a number of resources available to help transaction preparers identify correct Expenditure Type codes. For more information, refer to Topic Overview: Find Existing Expenditure Type Codes.

Other helpful resources include:

Questions?

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