Expense Requests is Stanford's system for reporting business and travel expenses, including Travel Card (TCard) charges, visitor reimbursements and honoraria payments through Stanford Easy Pay, advances, and non-PO payment requests.
About
The Expense Requests System is used for:
- Expense Reports: Submit expense reports to properly record business and travel-related expenses, and to request reimbursement for Stanford affiliates (faculty, staff, students, and emeriti on payroll), including expenses paid with a Stanford Travel Card (TCard). Learn more in Topic Overview: Reimbursements and Expense Reports and Topic Overview: Managing Aging and Outstanding Transactions.
- Visitor Reimbursements: Request Stanford Easy Pay reimbursement for Stanford business and travel expenses incurred by non-Stanford affiliates (individuals, companies, or organizations not affiliated with the university, or emeriti no longer on payroll). Learn more in Topic Overview: Inviting and Paying Domestic Visitors and Topic Overview: Inviting and Paying Foreign Visitors.
- Advances: Request advances for travel expenses when payment by Stanford Travel Card is not an option or to provide funds for distribution to human subjects. Learn more in Topic Overview: Advances and Topic Overview: Managing Aging and Outstanding Transactions.
- Non-PO Payments: Request non-purchase order (non-PO) payments for certain expense types that do not require a formal purchase order (PO or for which negotiation by the Procurement Services department adds no value. Stanford Easy Pay is used for honoraria payments. Learn more in Guidelines for Use of Non-PO Payment Categories.
Before using the Expense Requests system, review Topic Overview: Business and Travel Expenses.
Visit the Newsroom for recent announcements and subscribe to receive future Expense Requests system updates and enhancements.
Access
To access to the Expense Requests system:
- Have your school/department grant you "SU Expense Requests" authority privilege using the Authority Manager application. Learn who can grant authority in your organization in Topic Overview: Financial System and Reporting Authority.
- Complete required training including any prerequisite courses not previously taken.
Additional Expense Requests System Authority Privileges
- Travel Card verifiers require additional authority privileges, which are granted by Financial Management Services during the application process.
Financial approvers do not need access to the Expense Requests system to review and approve or reject transactions submitted for their approval. Expense Requests system approvals are handled using Oracle Workflow Notifications. Learn more in the Topic Overview: Financial Transaction Approval and How To: Approve, Request More Info, or Reject an Expense Report, Advance or Non-PO Payment.
Learning
Courses for the Expense Requests system are available online and accessible on demand. If you have previously completed courses, including those listed as prerequisites, you do not need to retake them unless otherwise specified.
Required for Expense Requests System Access
Required for New Travel Card (TCard) Verifiers
Required for Expense Requests System Transaction Approvers
Recommended by Subject Area
- Using Stanford Easy Pay (for visitor reimbursements and honoraria payments)
- Expense Reports with Travel Card Transactions Learning Supplements (for reference after course completion)
For training assistance (e.g., course enrollment, completions, training-related questions, or training records), contact Financial Management Services Training.
How tos
Step-by-Step Instructions:
- Step-by-step instructions for transaction approvers: Oracle Workflow Notification system How Tos
- Step-by-step instructions for viewing and requesting suppliers: Supplier Query and Requests system How Tos
Resources
Resources are available to support users working in the Expense Requests system.
- Find Existing Expenditure Type Codes.
- Common Oracle Browser Issues and Resolutions
- Expense Requests System Help
- Expense Requests Home Page Overview
- Expense Report Transaction Status Codes
- Guidelines for Use of Categories for SU Payees
- Guidelines for Use of Categories for Non-SU Payees (Visitor Reimbursement)
- Guidelines for Use of Non-PO Payment Categories
- Paying Human Subjects - Payment Methods by Incentive and Payee Type
Reporting
- Expense Requests system transaction detail reporting is available through the Oracle Business Intelligence OBI Expense Requests and SU Card Activity Dashboard. Use the dashboard to report on Expense Requests system transaction details (e.g., expense reports, visitor reimbursements, Stanford Travel Card transactions, advances, and non-PO payments), historical iOU transactions, and Stanford Purchasing Card transactions recorded in the PCard module of Oracle Financials. Learn more in OBI Financial Reporting.
- For pending transaction information, use Oracle Financials Inquiry Tools: Pending Transactions.