How To:  Create Advance Request

Step 1 – Log in to Expense Requests, Advance Request

1. Go to https://ofweb.stanford.edu
2. Enter your SUNet ID and password
3. Click SU Expense Requests
4. In the Create New Transaction section, select Advance Request

Step 2 – Enter Advance Request General Information

1. Select one of the following from the Category drop-down list (see Guidelines for Use of Advance Categories)
   • Advance (Domestic U.S.)
   • Advance (Foreign)
   • Advance (Human Subject)
2. Enter the Payee's name (last name, first name)
   ~ OR ~ Search and select the payee by clicking the search icon (magnifying glass)
   
   
   Notes:

   1. The payee must be the employee or student who will use the advance, and who will return the funds in the event that they are not spent.
   2. Visitors may not receive cash advances.
   
   
3. Select Rush Processing, if desired
4. Select Payment Method
   
   
   Notes:

   1. The payment method will auto-fill based upon what the Stanford payee has setup (Electronic or Check) with Payroll. If both Electronic and Check are available for a payee (as for some DAPER staff), select preferred method from the drop down.
   2. If Check, select Check Delivery Option.
5. Enter Business Purpose
   
   
   IMPORTANT

   1. Review Guidelines for Writing a Clear Business Purpose to ensure your entry meets requirements.
   2. The first 30 characters will be displayed on Expenditure Reports.
   3. If for payments to human subjects, it is extremely important that the subjects' names NOT be included in the business purpose. It is recommended that the statement of business purpose be generic, e.g., "Human Subject Payment." Many studies are sensitive in nature and information concerning Human Subject participants is confidential. In those instances, the study should not be named in the business purpose, but can be referred to by a protocol number or other study identifying number.
   
   
6. Enter Advance Needed Date
   • If advance is needed as soon as possible, leave the default of today's date.
   • If advance is needed for a future date, enter the date. A future date may only be up to 15 calendar days ahead of today's date.
7. Enter Expected Clearing Date
   
   
   Notes:

   1. Enter the date you expect to clear the advance funds in an expense report (e.g., the last day of the trip or event). This will be the date on which the advance funds will become available in Expense Requests for clearing in an expense report.
   2. Expected Clearing Date must be no more than 180 days in the future.
   3. Both the payee and preparer will receive an alert if the advance is not cleared 30 days after the Expected Clearing Date and a final reminder will be sent 45 days after the Expected Clearing Date. At 60 days, the expense will be tax reported.
   
   
8. Select Event Name (required for foreign advances)
   
   
   Note:  Click Create New Event if necessary. (see How To: Create New Event).
   
   
9. Click Next

Step 3 – Enter Advance Amount on Transaction Lines Screen

1. Enter the advance amount in the Line Amount field
2. Select Travel Reimbursement or Human Subject Incentive from the Expense Type drop-down list
3. Enter Remarks (optional)
4. Click Next
   
   
   Note:  Enter the advance request on one line.

1. Enter Project, Task, Award information for each line
2. Select Expenditure Type for each line. A commonly used expenditure type may appear. If the field is blank, select from the drop-down list.

1. Click the radio button to select one, multiple or all expense lines
2. Select one of the pre-set expense allocations from My Allocation drop-down list
   
   
   Note:  See How To: Set My Allocation Preferences.
   
   
3. Click Apply
4. Select Expenditure Type for each line. A commonly used expenditure type may appear. If the field is blank, select from the drop-down list.

• To enter a new PTA (not in My Allocations) and allocate to one, multiple, or all expense lines, and/or
• To enter a split PTA allocation and allocate to one, multiple, or all expense lines

1. Click the radio button to select expense lines to be allocated
2. Click Update Allocation
3. Select an Allocation Method
   • Equal Split
   • Amount Split
   • Percentage Split
4. Click Add Another Row to provide space to enter each PTA to be in the split
5. Enter Project, Task, Award information (PTAs)
6. Enter Percentage of split for each PTA, if necessary
7. Enter Allocation Reason to describe the reason for allocation to multiple PTAs (optional)
   
   
   Save Allocation in My Allocation Preferences
   

   You may save this allocation in your My Allocation Preferences for use again.

   1. Click Add Allocation Set to My Allocations checkbox
   2. Enter the Allocation Name
   
   
8. Click Apply
9. Select Expenditure Type for each line. A commonly used expenditure type may appear. If the field is blank, select from the drop-down list.

1. Select one of the pre-set approvers from My Approvers drop-down list
2. Click Apply
3. Enter the approver's sequence or send in parallel (enter 1,2,3 for sequence; assign all approver's "1" for in parallel routing)
4. Enter Notes to each approver (if needed)
5. Click Next when the Approver Routing List is complete

Notes:

• FYI Recipients do not "approve" the expense report
• If you delete an approver by mistake, click Populate/Refresh to return to original default approver.
• If you feel an approver is incorrect for a PTA, please have that approver put in a HelpSU request to have the authority updated.

1. To add default PTA approver(s), click Populate/Refresh
   Note:  Approvers that display when Populate/Refresh is selected will have the appropriate approval authority for the PTAs. If you have allocated to more than one PTA, there could be more than one approver showing in the approver routing list.
2. Enter the approver's sequence or send in parallel (enter 1,2,3 for sequence; assign all approver's "1" for in parallel routing)
3. Enter Notes to each approver (if needed)
4. Click Next when the Approver Routing List is complete

Notes:

• FYI Recipients do not "approve" the expense report
• If you delete an approver by mistake, click Populate/Refresh to return to original default approver.
• If you feel an approver is incorrect for a PTA, please have that approver put in a HelpSU request to have the authority updated.

1. Click Add
2. Click the magnifying glass icon
3. Enter the approver's name (Last name, First name)
4. Click Go
5. Click Quick Select icon next to the approver's name
6. Select Approver or FYI from Approver / FYI drop-down list
7. Enter the approver's sequence or send in parallel (enter 1, 2, 3 for sequence; assign all approver's "1" for in parallel routing).
8. Enter Notes to each approver (if needed)
9. Click Next when the Approver Routing List is complete

Notes:

• FYI Recipients do not "approve" the expense report
• If you delete an approver by mistake, click Populate/Refresh to return to original default approver. There must be a "Yes" displaying in the default approver column for at least one approver per PTA.
• If you feel an approver is incorrect for a PTA, please have that approver put in a HelpSU request to have the authority updated.

Step 6 – Review

1. Review the page carefully for completeness, accuracy, and policy compliance. See the tabs marked Expense Lines, Expense Allocations, Approvers, and Approval Notes for additional information. If necessary, use the Back button to return to previous pages for corrections.
2. Click Submit
   
   
   Note:  A Full View button is available in the upper left to access and print an integrated view of the entire payment request.

Step 7 – Submit Receipts and Backup Documentation

All advances for travel must include supporting documentation such as an airline ticket receipt showing proof of payment. Departments may have specific requirements and forms for advance requests. Be sure to save electronic files of required documentation on your computer.

1. Click Submit/View Receipts
2. Upload electronic files of required documentation:
   • Click Choose Files to navigate to file(s) to upload
   • Highlight the file
   • Click Open
   • Repeat until all documents are displayed in Files ready to upload
   • Click Upload file(s). The files should appear in the View Attachments table
     

     ~ OR ~

     Click Bar Code Cover Page to view and print the cover sheet to fax receipts

   • Click Close