How To: Create Domestic Expense Report
Before You Start
Expense Reports are used to report business and travel expenses (including TCard and receipt-based expenses) for the purpose of expense approval, and the allocation of expenses to the appropriate Project, Task, Award, and Expenditure Type (PTAE). An expense report may also result in a reimbursement to the Payee for eligible out-of-pocket expenses.
- All expenses for a trip or that pertain to a single business purpose should be included in one expense report.
- Create and save your Preferences before entering your first expense report: General preferences, frequently used Allocations, customized Approver information and Events.
- Collect all receipts for a trip or that pertain to one business purpose, organize them by expense type, then scan them and save them on your computer's desktop. You may upload them as soon as the expense report is submitted. You may also fax receipts and supporting documents if desired.
- If a Stanford Travel Card (TCard) was used, the TCard validator must be the preparer of the expense report.
To create a new expense report for an SU Payee (Stanford University student, faculty, staff, or emeritus still on payroll), follow these steps:
- Go to https://ofweb.stanford.edu
- Enter your SUNet ID and password
- Click SU Expense Requests
- Under Create New Transaction, select SU Payee under Expense Report
Step 2 – Select a Category
Select a Category from the drop-down list (see Guidelines for Use of Expense Report Categories)
(Select the category below to see allowed expense type options in Step 5 and 6 of this How To.)
Expenses (Domestic U.S.)
For domestic travel and business expenses
Human Subjects
If requesting reimbursement or clearing an advance for domestic human subject incentives
- Enter the Payee's name (last name, first name)
~ OR ~ Search and select the payee by clicking the search icon (magnifying glass)Note: The payee must be the employee or student who incurred the expenses, and who will receive a reimbursement if one is owed. - Select Rush Processing, if desired
Note: On the Allocations and Approvers page, you will be asked to supply a PTA to which the $35 processing fee will be charged. Some PTAs are restricted and will not allow a processing fee to be charged to them. Check with the PTA approver or a Financial Analyst in your department before applying a rush processing fee.
- Select Payment Method
Notes:- 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.
- If Check, select Check Delivery Option.
- Enter Business Purpose
Notes:- Review Guidelines for Writing a Clear Business Purpose to ensure your entry meets requirements.
- The first 30 characters will be displayed on Expenditure Reports.
- 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.
- Select Event Name (optional)
~ OR ~ If new event is needed, click Create New Event (See How To: Create New Event) - Provide beneficiary names and information, as appropriate Enter Beneficiary Information
- Click Add
- Select Type (Employee or Non-Employee)
- Enter Name
- Select Non-Resident Alien (Yes or No)
- Enter Amount (USD amount for which the individual was beneficiary)
- Repeat for each individual beneficiary
Notes:
- Student must be entered as Employee.
- Beneficiary of Gift and STAP expenses are not entered here, but will be entered later in the process with the expense line.
- Human subject beneficiaries (participants) are not required, but can be entered if the department desires a record of study participants and amounts paid to be in the transaction.
Human Subjects Spreadsheet Upload (for Human Subjects category only)
Human subject participants can be entered in a spreadsheet and uploaded into the expense report.
- Download Human Subjects Spreadsheet Template
- Download Human Subjects Spreadsheet Upload Instructions
- Follow instructions to record human subject participant data in the spreadsheet and upload into the expense report
- Click Next
Step 4 – Select Travel Card Transactions on Travel Card Transactions Screen
All expenses for a trip or that pertain to a single business purpose should be included in one expense report.
- Select all Stanford Travel Card transactions that should be applied to the Expense Report
Notes:
- TCard transactions can be sorted to help locate desired transaction(s). Click on the column headers to sort; Transaction Date, Days, Merchant Name, Location Note.
- Once Tcard transaction lines are selected, click Save before sorting the table differently if other transaction lines need to be sorted in order to be selected.
- Click Next and Previous to view additional transactions if necessary
- Once all desired transactions have been selected, click Next
Step 5 – Enter Travel Card Expense Information and Details on Travel Card Expenses Screen
Select expense types that apply to your expenses to see customized instructions:
Airfare
See Admin Guide 5.4.2 for commercial air travel policy:
Special Note: The expense date and expense type will auto-fill for TCard airline expenses. If the expense is for baggage fees, change the expense type from Airline to Ancillary Airline Fee and refer to the Ancillary Airline Fee instructions.Airfare requires specific entries in Details:
- Click Details icon
- If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:- Click Original Receipt Missing checkbox
- Provide an explanation in Remarks field
- Select the class of ticket
Notes:- Business and first class require a remark.
- When Airfare Class of Ticket is Business or First, you must allocate the expense to an unrestricted award and an unallowable expenditure type. In the event a Coach fare was unavailable, you may allocate one-third of the cost to an allowable expenditure type and the remaining two thirds to unallowable.
- Enter the Departure and Destination Airport codes
- Indicate if the flight was round trip or one way
- If the airline expense is for a multi-leg trip, see instructions below:
Itemize a Multi-leg Trip
A Multi-leg trip is defined as a trip in which an overnight stay was required en route to the final destination.
The total airfare amount should be listed as the first itemized expense line (e.g. Line 1-1) in the Itemized Business Expenses section, the rest of the lines should be 0.00 for the Itemized Receipt Amount. Note the Departure and Destination of each leg in the Itemized Remarks field.- Click Itemize
- Click Add Another Row
- Select Airfare from the Expense Type drop-down list
- Enter Departure and Destination Airport codes of the first leg
- Enter the departure and destination cities of the first leg in the Itemization 1-1 Remarks field
- Repeat Step 2 - 5 until all legs are listed
- If the airline expense contains another expense that needs to be itemized, see instructions below.
Itemize Expenses
- Click Details icon for the expense
- Click Itemize
- Enter the dollar amount for the itemized business portion in the Itemized Receipt Amount field in the Itemized Business Expenses section
- Click Add Another Row (if necessary) to itemize each additional business expense
- Enter description in the Remarks field for each itemized line item
Any remaining amount not put on an itemized line will show as personal expenses (see "Personal Expenses" in subtotal).
- Click Return to List
- Click Return to List
- Continue with more expense items on this screen,
~ OR ~ Click Next
Ancillary Airline Fee
The Ancillary Airline Fee is to be selected for charges that come in as Airfare, but are actually for some other fee charged by the airline (e.g. baggage, in-flight internet access, Orbitz call-in help, etc.).
Ancillary Airline Fee requires specific entries in Details:
- Select Ancillary Airline Fee from Expense Type drop-down list
Note: If the charge came in as Airfare, you must change the expense type to Ancillary Airline Fee.
- Enter a description of the fee in the Remarks field
- If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:- Click Details icon
- Click Original Receipt Missing checkbox
- Provide an explanation in Remarks field
- Click Return to List
- Continue with more expense items on this screen,
~ OR ~ Click Next
Business Meal
Business Meal is used when paying for a group meal during which business was conducted. This applies to food brought into a meeting or a business meal that takes place at a restaurant. Do not use the Business Meal expense type if alcohol was consumed with the meal. When alcohol is part of a Business Meal, use the Business Meal with Alcohol expense type.
- Select Business Meal from Expense Type drop-down list
- Enter the attendee names and Stanford affiliation (employee or student) in the Remarks field
- If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:- Click Details icon
- Click Original Receipt Missing checkbox
- Provide an explanation in Remarks field
- Click Return to List
- Continue with more expense items on this screen,
~ OR ~ Click Next
Business Meal with Alcohol
Business Meal is used when paying for a group meal during which business was conducted. This applies to food brought into a meeting or a business meal that takes place at a restaurant. Do not use the Business Meal expense type if alcohol was consumed with the meal. When alcohol is part of a Business Meal, use the Business Meal with Alcohol expense type.
- Select Business Meal with Alcohol from Expense Type drop-down list
- Enter the attendee names and Stanford affiliation (employee or student) in the Remarks field
- Click Details icon
- If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:- Click Original Receipt Missing checkbox
- Provide an explanation in Remarks field
- Itemize the meal into four parts: food, alcohol, tip and tax. Enter the cost of the food in Itemized Receipt Amount field in the Itemized Business Expenses section (page bottom).
- Click Add Another Row
- Select Alcohol consumed with meal from the Expense Type drop-down list for Itemization 2
- Adjust the dollar amount spent on alcohol in the Itemized Receipt Amount field for Itemization 2
- Click Add Another Row
- Select Tip for meal from the Expense Type drop-down list for Itemization 3
- Adjust the tip dollar amount in the Itemized Receipt Amount field for Itemization 3
- Click Add Another Row
- Select Tax for meal from the Expense Type drop-down list for Itemization 4
- The remainder in the Itemized Receipt Amount field for Itemization 4 should be the tax. If the remainder contains personal expenses, adjust the tax dollar amount in the Itemized Receipt Amount field for Itemization 4 and add a new row to itemize personal expenses in a separate line.
- Click Return to List
- Continue with more expense items on this screen,
~ OR ~ Click Next
Car Rental
The expense date and expense type will auto-fill for TCard car rental expenses.
Car Rental may require a special entry in Details if additional insurance is purchased with the rental.
Car Rental insurance is not reimbursable for U.S. trips (except for Hawaii). If purchased by the traveler, the insurance charge will be treated as a personal expense, and should be itemized as a personal expense in the expense report. See details.
- If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:
- Click Details icon
- Click Original Receipt Missing checkbox
- Provide an explanation in Remarks field
- Click Return to List
- Itemize car rental insurance if purchased:
Itemize Expenses
- Click Details icon for the expense
- Click Itemize
- Enter the dollar amount for the itemized business portion in the Itemized Receipt Amount field in the Itemized Business Expenses section
- Click Add Another Row (if necessary) to itemize each additional business expense
- Enter description in the Remarks field for each itemized line item
Any remaining amount not put on an itemized line will show as personal expenses (see "Personal Expenses" in subtotal).
- Click Return to List
- Continue with more expense items on this screen,
~ OR ~ Click Next
Conference Registration
Remember to keep conference agenda for attachment later.
- Select Conference Registration from Expense Type drop-down list
- Enter all conference attendees and the amount of the payment applicable to each in Remarks field
- If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:- Click Details icon
- Click Original Receipt Missing checkbox
- Provide an explanation in Remarks field
- Click Return to List
- If the expense included other business or personal expenses, itemize expenses:
Itemize Expenses
- Click Details icon for the expense
- Click Itemize
- Enter the dollar amount for the itemized business portion in the Itemized Receipt Amount field in the Itemized Business Expenses section
- Click Add Another Row (if necessary) to itemize each additional business expense
- Enter description in the Remarks field for each itemized line item
Any remaining amount not put on an itemized line will show as personal expenses (see "Personal Expenses" in subtotal).
- Click Return to List
- Continue with more expense items on this screen,
~ OR ~ Click Next
Employee Morale
- Select Employee Morale from Expense Type drop-down list
- Enter the name(s) of the employees or department benefitting from the expense in the Remarks field
- If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:- Click Details icon
- Click Original Receipt Missing checkbox
- Provide an explanation in Remarks field
- Click Return to List
- Continue with more expense items on this screen,
~ OR ~ Click Next
Extended Per Diem
- Use to apply a per diem rate that is lower than the government rate displayed on the Per Diem tab.
- Use for travel that lasts more than 30 days in one location.
- Meals and lodging cost should be combined into one line entry.
- Only 55 percent of the standard per diem rate can be claimed.
- Select Extended Per Diem from Expense Type drop-down list
- Enter the hotel / lodging in the Remarks field.
Note: If using for 30 days in one location, ensure meals for the 30-day period are included.
- If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:- Click Details icon
- Click Original Receipt Missing checkbox
- Provide an explanation in Remarks field
- Click Return to List
- Continue with more expense items on this screen,
~ OR ~ Click Next
Gifts
Remarks (or gift descriptions) and the names of gift recipients are required for Gifts.
- Select Gifts from Expense Type drop-down list
- Enter a description of the gift(s) in the Remarks field (required)
- Click Details icon
- If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:- Click Original Receipt Missing checkbox
- Provide an explanation in Remarks field
- Click Add Recipient
- Select Employee or Non-Employee from the Type drop-down list
- Enter the recipient's name (Last name, First name)
- Enter amount
- Repeat step e – h until all recipients are added
- Click Return to List
- Continue with more expense items on this screen,
~ OR ~ Click Next
Human Subject Incentive
The Human Subject Incentive expense type is used to clear an advance or request reimbursement for out-of-pocket expenses for incentive payments (cash or non-cash) to individuals participating in a research project, survey, or study.
- Enter Date of the last distribution of incentive to a human subject participant
- Enter total amount of human subject incentive expenses in Line Amount field
- Select Human Subject Incentive from Expense Type drop-down list
- Continue with more expense items on this screen,
~ OR ~ Click Next
Lodging
The expense date and expense type will auto-fill for TCard lodging expenses.
Lodging requires no special entries on the Details page.
- Select Lodging from Expense Type drop-down list
- If the expense included other business or personal expenses, itemize expenses:
Itemize Expenses
- Click Details icon for the expense
- Click Itemize
- Enter the dollar amount for the itemized business portion in the Itemized Receipt Amount field in the Itemized Business Expenses section
- Click Add Another Row (if necessary) to itemize each additional business expense
- Enter description in the Remarks field for each itemized line item
Any remaining amount not put on an itemized line will show as personal expenses (see "Personal Expenses" in subtotal).
- Click Return to List
- Continue with more expense items on this screen,
~ OR ~ Click Next
Membership Dues
All individual beneficiaries must be entered on the General Information screen.
- Select Membership Dues from Expense Type drop-down list
- Enter a description of the membership in the Remarks field
- If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:- Click Details icon
- Click Original Receipt Missing checkbox
- Provide an explanation in Remarks field
- Click Return to List
- Continue with more expense items on this screen,
~ OR ~ Click Next
Miscellaneous
- The Miscellaneous expense type may be applied to supplies, postage, photocopies, publication printing, books, DSL charges, overseas faculty support, and employee recruitment.
- Itemization is required if more than one item was purchased on the receipt.
- Select Miscellaneous from Expense Type drop-down list
- Enter a description of the items purchased in the Remarks field (required)
- Click Details icon
- If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:- Click Original Receipt Missing checkbox
- Provide an explanation in Remarks field
- If more than one item was purchased on the receipt:
Itemize Miscellaneous Expenses
- Click Itemize
- Enter / modify the item description in the Remarks of the first itemized line item
- Enter the dollar amount in the Itemized Receipt Amount field
- Click Add Another Row (if necessary)
- Select Miscellaneous from Expenditure Type drop-down list
- Enter the item description in the Remarks field
- Enter the dollar amount in the Itemized Receipt Amount field
- For additional itemization repeat steps
- Click Return to List
- Continue with more expense items on this screen,
~ OR ~ Click Next
Other Transportation
The Other Transportation expense type is for transportation expenses other than airfare, car rental, or truck rental, such as taxi, limousine, train, parking, and fuel for car or truck rental.
- Select Other Transportation from Expense Type drop-down list
- Enter a description of transportation in the Remarks field.
- If the expense included other business or personal expenses, itemize expenses:
Itemize Expenses
- Click Details icon for the expense
- Click Itemize
- Enter the dollar amount for the itemized business portion in the Itemized Receipt Amount field in the Itemized Business Expenses section
- Click Add Another Row (if necessary) to itemize each additional business expense
- Enter description in the Remarks field for each itemized line item
Any remaining amount not put on an itemized line will show as personal expenses (see "Personal Expenses" in subtotal).
- Click Return to List
- Continue with more expense items on this screen,
~ OR ~ Click Next
STAP
- Select STAP from Expense Type drop-down list
- Click Details icon
- If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:- Click Original Receipt Missing checkbox
- Provide an explanation in Remarks field
- Enter employee's name (last name, first name) in the Attendee and Recipient Details section
- If the employee's STAP funds will not fully pay for the course, itemize the line to assign the balance to Conference Registration:
Itemize STAP Funds
- Indicate the amount of STAP funds to be used in the Itemized Receipt Amount field
- Click Add Another Row
- Select Conference Registration from the Itemized Expense Type drop-down list
- Indicate the amount to be applied to Conference Registration fees
- Click Return to List
- Continue with more expense items on this screen,
~ OR ~ Click Next
Subscriptions
- Select Subscriptions from Expense Type drop-down list
- Enter a description of the subscription in the Remarks field
- If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:- Click Details icon
- Click Original Receipt Missing checkbox
- Provide an explanation in Remarks field
- Click Return to List
- Continue with more expense items on this screen,
~ OR ~ Click Next
Travel Meals
Travel Meals is used for meals consumed by the traveler during a business trip. Do not use the Travel Meals expense type if alcohol was consumed with the meal. When alcohol is part of a travel meal, use the Travel Meals with Alcohol expense type.
- Select Travel Meals from Expense Type drop-down list
- If the expense included other business or personal expenses, itemize expenses:
Itemize Expenses
- Click Details icon for the expense
- Click Itemize
- Enter the dollar amount for the itemized business portion in the Itemized Receipt Amount field in the Itemized Business Expenses section
- Click Add Another Row (if necessary) to itemize each additional business expense
- Enter description in the Remarks field for each itemized line item
Any remaining amount not put on an itemized line will show as personal expenses (see "Personal Expenses" in subtotal).
- Click Return to List
- Continue with more expense items on this screen,
~ OR ~ Click Next
Travel Meals with Alcohol
Travel Meals with Alcohol is used for meals consumed by the traveler that included alcohol during a business trip.
- Select Travel Meals with Alcohol from Expense Type drop-down list
- Click Details icon
- If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:- Click Details icon
- Click Original Receipt Missing checkbox
- Provide an explanation in Remarks field
- Click Return to List
- Itemize the meal into four parts: food, alcohol, tip and tax. Enter the cost of the food in Itemized Receipt Amount field in the Itemized Business Expenses section (page bottom).
- Click Add Another Row
- Select Alcohol consumed with meal from the Expense Type drop-down list for Itemization 2
- Adjust the dollar amount spent on alcohol in the Itemized Receipt Amount field for Itemization 2
- Click Add Another Row
- Select Tip for meal from the Expense Type drop-down list for Itemization 3
- Adjust the tip dollar amount in the Itemized Receipt Amount field for Itemization 3
- Click Add Another Row
- Select Tax for meal from the Expense Type drop-down list for Itemization 4
- The remainder in the Itemized Receipt Amount field for Itemization 4 should be the tax. If the remainder contains personal expenses, adjust the tax dollar amount in the Itemized Receipt Amount field for Itemization 4 and add a new row to itemize personal expenses in a separate line.
- Click Return to List
- Continue with more expense items on this screen,
~ OR ~ Click Next
Step 6 – Enter Cash or Personal Credit Card Expenses on Transaction Lines Screen
On the Transaction Lines screen, note the three available tabs:
- Transaction Lines – use this tab to report cash and personal credit card expenses
- Per Diem Expenses – use this tab to report Per Diem expense
- Mileage Expenses – use this tab to report Mileage expenses
Be sure you are on the tab appropriate for the expenses being reported.
Select expense types that apply to your expenses to see customized instructions:
Airfare
See Admin Guide 5.4.2 for commercial air travel policy.
- Enter Date of expense
- Enter receipt amount in Line Amount field
- Select Airfare from the Expense Type drop-down list
- Click Details icon
- If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:- Click Original Receipt Missing checkbox
- Provide an explanation in Remarks field
- Select the class of ticket
Notes:- Business and first class require a remark.
- When Airfare Class of Ticket is Business or First, you must allocate the expense to an unrestricted award and an unallowable expenditure type. In the event a Coach fare was unavailable, you may allocate one-third of the cost to an allowable expenditure type and the remaining two thirds to unallowable.
- Enter the Departure and Destination Airport codes
- Indicate if the flight was round trip or one way
- If the airline expense is for a multi-leg trip, see instructions below:
Itemize a Multi-leg Trip
A Multi-leg trip is defined as a trip in which an overnight stay was required en route to the final destination.
The total airfare amount should be listed as the first itemized expense line (e.g. Line 1-1) in the Itemized Business Expenses section, the rest of the lines should be 0.00 for the Itemized Receipt Amount. Note the Departure and Destination of each leg in the Itemized Remarks field.- Click Itemize
- Click Add Another Row
- Select Airfare from the Expense Type drop-down list
- Enter Departure and Destination Airport codes of the first leg
- Enter the departure and destination cities of the first leg in the Itemization 1-1 Remarks field
- Repeat Step 2 - 5 until all legs are listed
- If the airline expense contains another expense that needs to be itemized, see instructions below.
Itemize Expenses
- Click Itemize
- Enter the dollar amount for the itemized business portion in the Itemized Receipt Amount field in the Itemized Business Expenses section
- Click Add Another Row (if necessary) to itemize each additional business expense
- Enter description in the Remarks field for each itemized line item
Any remaining amount not put on an itemized line will show as personal expenses (see "Personal Expenses" in subtotal).
- Click Return to List
- Continue with more expense items on this screen,
~ OR ~ Click Next
Ancillary Airline Fee
The Ancillary Airline Fee is to be selected for charges that come in as Airfare, but are actually for some other fee charged by the airline (e.g. baggage, in-flight internet access, Orbitz call-in help, etc.).
- Enter Date of expense
- Enter receipt amount in Line Amount field
- Select Ancillary Airline Fee from Expense Type drop-down list
- Enter a description of the fee in the Remarks field
- If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:- Click Details icon
- Click Original Receipt Missing checkbox
- Provide an explanation in Remarks field
- Click Return to List
- Continue with more expense items on this screen,
~ OR ~ Click Next
Business Meal
Business Meal is used when paying for a group meal during which business was conducted. This applies to food brought into a meeting or a business meal that takes place at a restaurant. Do not use the Business Meal expense type if alcohol was consumed with the meal. When alcohol is part of a Business Meal, use the Business Meal with Alcohol expense type.
- Enter Date of expense
- Enter receipt amount in Line Amount field
- Select Business Meal from Expense Type drop-down list
- Enter the attendee names and Stanford affiliation (employee or student) in the Remarks field
- If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:- Click Details icon
- Click Original Receipt Missing checkbox
- Provide an explanation in Remarks field
- Click Return to List
- Continue with more expense items on this screen,
~ OR ~ Click Next
Business Meal with Alcohol
Business Meal with Alcohol is used when paying for a group meal and alcoholic beverages were consumed during which business was conducted. This applies to food brought into a meeting or a business meal that takes place at a restaurant.
- Enter Date of expense
- Enter receipt amount in Line Amount field
- Select Business Meal with Alcohol from Expense Type drop-down list
- Enter the attendee names and Stanford affiliation (employee or student) in the Remarks field
- Click Details icon
- If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:- Click Details icon
- Click Original Receipt Missing checkbox
- Provide an explanation in Remarks field
- Click Return to List
- Itemize the meal into four parts: food, alcohol, tip and tax. Enter the cost of the food in Itemized Receipt Amount field in the Itemized Business Expenses section (page bottom).
- Click Add Another Row
- Select Alcohol consumed with meal from the Expense Type drop-down list for Itemization 2
- Adjust the dollar amount spent on alcohol in the Itemized Receipt Amount field for Itemization 2
- Click Add Another Row
- Select Tip for meal from the Expense Type drop-down list for Itemization 3
- Adjust the tip dollar amount in the Itemized Receipt Amount field for Itemization 3
- Click Add Another Row
- Select Tax for meal from the Expense Type drop-down list for Itemization 4
- The remainder in the Itemized Receipt Amount field for Itemization 4 should be the tax. If the remainder contains personal expenses, adjust the tax dollar amount in the Itemized Receipt Amount field for Itemization 4 and add a new row to itemize personal expenses in a separate line.
- Continue with more expense items on this screen,
~ OR ~ Click Next
Car Rental
Car rental insurance is not reimbursable for U.S. trips (except for Hawaii). If purchased by the traveler, the insurance charge will be treated as a personal expense (see details) and should be itemized as a personal expense in the expense report.
- Enter Date of expense
- Enter receipt amount in Line Amount field
- Select Car Rental from Expense Type drop-down list
- If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:- Click Details icon
- Click Original Receipt Missing checkbox
- Provide an explanation in Remarks field
- Click Return to List
- If car rental insurance is purchased, itemize the charge as a personal expense:
Itemize Expenses
- Click Details icon for the expense
- Click Itemize
- Enter the dollar amount for the itemized business portion in the Itemized Receipt Amount field in the Itemized Business Expenses section
- Click Add Another Row (if necessary) to itemize each additional business expense
- Enter description in the Remarks field for each itemized line item
Any remaining amount not put on an itemized line will show as personal expenses (see "Personal Expenses" in subtotal).
- Click Return to List
- Continue with more expense items on this screen,
~ OR ~ Click Next
Conference Registration
- Enter Date of expense
- Enter receipt amount in Line Amount field
- Select Conference Registration from Expense Type drop-down list
- Enter all conference attendees and the amount of the payment applicable to each in the Remarks field
- If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:- Click Details icon
- Click Original Receipt Missing checkbox
- Provide an explanation in Remarks field
- Click Return to List
- If there are multiple conferences registered and/or the expenses included other business or personal expenses, itemize expenses:
Itemize Expenses
- Click Details icon for the expense
- Click Itemize
- Enter the dollar amount for the itemized business portion in the Itemized Receipt Amount field in the Itemized Business Expenses section
- Click Add Another Row (if necessary) to itemize each additional business expense
- Enter description in the Remarks field for each itemized line item
Any remaining amount not put on an itemized line will show as personal expenses (see "Personal Expenses" in subtotal).
- Click Return to List
- Continue with more expense items on this screen,
~ OR ~ Click Next
Employee Morale
- Enter Date of expense
- Enter receipt amount in Line Amount field
- Select Employee Morale from Expense Type drop-down list
- Enter the name(s) of the employees or department benefitting from the expense in the Remarks field
- If no receipt will be submitted with the expense report:
Itemize Expenses
- Click Details icon for the expense
- Click Itemize
- Enter the dollar amount for the itemized business portion in the Itemized Receipt Amount field in the Itemized Business Expenses section
- Click Add Another Row (if necessary) to itemize each additional business expense
- Enter description in the Remarks field for each itemized line item
Any remaining amount not put on an itemized line will show as personal expenses (see "Personal Expenses" in subtotal).
- Click Return to List
- Continue with more expense items on this screen,
~ OR ~ Click Next
Extended Per Diem
- Use to apply a per diem rate that is lower than the government rate displayed on the Per Diem tab.
- Use for travel that lasts more than 30 days in one location.
- Meals and lodging cost should be combined into one line entry.
- Only 55 percent of the standard per diem rate can be claimed.
- Enter Date of expense
- Enter receipt amount in Line Amount field
- Select Extended Per Diem from Expense Type drop-down list
- Enter the hotel / lodging in the Remarks field.
Note: If using for 30 days in one location, ensure meals for the 30-day period are included.
- If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:- Click Details icon
- Click Original Receipt Missing checkbox
- Provide an explanation in Remarks field
- Click Return to List
- Continue with more expense items on this screen,
~ OR ~ Click Next
Gifts
Remarks (or gift descriptions) and the names of gift recipients are required for Gifts.
- Enter Date of expense
- Enter receipt amount in Line Amount field
- Select Gifts from Expense Type drop-down list
- Enter a description of the gift(s) in the Remarks field (required)
- Click Details icon
- If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:- Click Original Receipt Missing checkbox
- Provide an explanation in Remarks field
- Click Add Recipient
- Select Employee or Non-Employee from the Type drop-down list
- Enter the recipient's name (Last name, First name)
- Enter amount
- Repeat step g – j until all recipients are added
- Click Return to List
- Continue with more expense items on this screen,
~ OR ~ Click Next
Human Subject Incentive
The Human Subject Incentive expense type is used to clear an advance or request reimbursement for out-of-pocket expenses for incentive payments (cash or non-cash) to individuals participating in a research project, survey, or study.
- Enter Date of the last distribution of incentive to a human subject participant
- Enter total amount of human subject incentive expenses in Line Amount field
- Select Human Subject Incentive from Expense Type drop-down list
- Continue with more expense items on this screen,
~ OR ~ Click Next
Lodging
- Enter Date of expense
- Enter receipt amount in Line Amount field
- Select Lodging from Expense Type drop-down list
- If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:- Click Details icon
- Click Original Receipt Missing checkbox
- Provide an explanation in Remarks field
- Click Return to List
- If the expense included other business or personal expenses, itemize expenses:
Itemize Expenses
- Click Details icon for the expense
- Click Itemize
- Enter the dollar amount for the itemized business portion in the Itemized Receipt Amount field in the Itemized Business Expenses section
- Click Add Another Row (if necessary) to itemize each additional business expense
- Enter description in the Remarks field for each itemized line item
Any remaining amount not put on an itemized line will show as personal expenses (see "Personal Expenses" in subtotal).
- Click Return to List
- Continue with more expense items on this screen,
~ OR ~ Click Next
Membership Dues
All individual beneficiaries must be entered on the General Information screen.
- Enter Date of expense
- Enter receipt amount in Line Amount field
- Select Membership Dues from Expense Type drop-down list
- Enter a description in the Remarks field
- If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:- Click Details icon
- Click Original Receipt Missing checkbox
- Provide an explanation in Remarks field
- Click Return to List
- Continue with more expense items on this screen,
~ OR ~ Click Next
Miscellaneous
- The Miscellaneous expense type may be applied to supplies, postage, photocopies, publication printing, books, DSL charges, overseas faculty support, and employee recruitment.
- Itemization is required if more than one item was purchased on the receipt.
- Enter Date of expense
- Enter receipt amount in Line Amount field
- Select Miscellaneous from Expense Type drop-down list
- Enter a description of the items purchased in the Remarks field (required)
- Click Details icon
- If no receipt will be submitted with the expense
report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:- Click Original Receipt Missing checkbox
- Provide an explanation in Remarks field
- If more than one item was purchased on the receipt:
Itemize Miscellaneous Expenses
- Click Itemize
- Enter / modify the item description in the Remarks of the first itemized line item
- Enter the dollar amount in the Itemized Receipt Amount field
- Click Add Another Row (if necessary)
- Select Miscellaneous from Expenditure Type drop-down list
- Enter the item description in the Remarks field
- Enter the dollar amount in the Itemized Receipt Amount field
- For additional itemization repeat steps
- Click Return to List
- Continue with more expense items on this screen,
~ OR ~ Click Next
Other Transportation
The Other Transportation expense type is for transportation expenses other than airfare, car rental, or truck rental, such as taxi, limousine, train, parking, and fuel for car or truck rental.
- Enter Date of expense
- Enter receipt amount in Line Amount field
- Select Other Transportation from Expense Type drop-down list
- Enter a description of transportation in the Remarks field.
- If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:- Click Details icon
- Click Original Receipt Missing checkbox
- Provide an explanation in Remarks field
- Click Return to List
- If the expense included other business or personal expenses, itemize expenses:
Itemize Expenses
- Click Details icon for the expense
- Click Itemize
- Enter the dollar amount for the itemized business portion in the Itemized Receipt Amount field in the Itemized Business Expenses section
- Click Add Another Row (if necessary) to itemize each additional business expense
- Enter description in the Remarks field for each itemized line item
Any remaining amount not put on an itemized line will show as personal expenses (see "Personal Expenses" in subtotal).
- Click Return to List
- Continue with more expense items on this screen,
~ OR ~ Click Next
STAP
- Enter Date
- Enter Line Amount
- Select STAP from Expense Type drop-down list
- Click Details icon
- If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:- Click Original Receipt Missing checkbox
- Provide an explanation in Remarks field
- Enter employee's name (last name, first name) in the Attendee and Recipient Details section
- If the employee's STAP funds will not fully pay for the course,
itemize the line to assign the balance to Conference Registration:
Itemize STAP Funds
- Indicate the amount of STAP funds to be used in the Itemized Receipt Amount field
- Click Add Another Row
- Select Conference Registration from the Itemized Expense Type drop-down list
- Indicate the amount to be applied to Conference Registration fees
- Click Return to List
- Continue with more expense items on this screen,
~ OR ~ Click Next
Subscriptions
- Enter Date of expense
- Enter receipt amount in Line Amount field
- Select Subscriptions from Expense Type drop-down list
- Enter a description of the subscription in the Remarks field
- If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:- Click Details icon
- Click Original Receipt Missing checkbox
- Provide an explanation in Remarks field
- Click Return to List
- Continue with more expense items on this screen,
~ OR ~ Click Next
Travel Meals
En route meals are not reimbursable, and will be tax reported.
- Enter Date of expense
- Enter receipt amount in Line Amount field
- Select Travel Meals from Expense Type drop-down list
- If no receipt will be submitted with the expense report:
Missing Original Receipt
Receipts are required for all expenses of $75 or more, or according to departmental guidelines (some departments require receipts for all expenses). If a required receipt is missing or lost, a copy must be requested from the merchant. If a copy cannot be obtained from the merchant, continue with the following steps:- Click Details icon
- Click Original Receipt Missing checkbox
- Provide an explanation in Remarks field
- Click Return to List
- If the expense included other business or personal expenses, itemize expenses:
Itemize Expenses
- Click Details icon for the expense
- Click Itemize
- Enter the dollar amount for the itemized business portion in the Itemized Receipt Amount field in the Itemized Business Expenses section
- Click Add Another Row (if necessary) to itemize each additional business expense
- Enter description in the Remarks field for each itemized line item
Any remaining amount not put on an itemized line will show as personal expenses (see "Personal Expenses" in subtotal).
- Click Return to List
- Continue with more expense items on this screen,
~ OR ~ Click Next
Travel Meals with Alcohol
Travel Meals with Alcohol is used for meals consumed by the traveler that included alcohol during a business trip.
- Enter Date of expense
- Enter receipt amount in Line Amount field
- Select Travel Meals with Alcohol from Expense Type drop-down list
- Click Details icon
- If no receipt will be submitted with the expense report:
Itemize Expenses
- Click Details icon for the expense
- Click Itemize
- Enter the dollar amount for the itemized business portion in the Itemized Receipt Amount field in the Itemized Business Expenses section
- Click Add Another Row (if necessary) to itemize each additional business expense
- Enter description in the Remarks field for each itemized line item
Any remaining amount not put on an itemized line will show as personal expenses (see "Personal Expenses" in subtotal).
- Click Return to List
- Itemize the meal into four parts: food, alcohol, tip and tax. Enter the cost of the food in Itemized Receipt Amount field in the Itemized Business Expenses section (page bottom).
- Click Add Another Row
- Select Alcohol consumed with meal from the Expense Type drop-down list for Itemization 2
- Adjust the dollar amount spent on alcohol in the Itemized Receipt Amount field for Itemization 2
- Click Add Another Row
- Select Tip for meal from the Expense Type drop-down list for Itemization 3
- Adjust the tip dollar amount in the Itemized Receipt Amount field for Itemization 3
- Click Add Another Row
- Select Tax for meal from the Expense Type drop-down list for Itemization 4
- The remainder in the Itemized Receipt Amount field for Itemization 4 should be the tax. If the remainder contains personal expenses, adjust the tax dollar amount in the Itemized Receipt Amount field for Itemization 4 and add a new row to itemize personal expenses in a separate line.
- Click Return to List
- Continue with more expense items on this screen,
~ OR ~ Click Next
Per Diem – Lodging (Domestic or International)
Use the Extended Per Diem expense type, located on the Transactions Lines tab with all other expense types (i.e., airfare), for
• Stays in one location over 30 days, or
• When using a per diem rate that is the lower than the government rate.
- Click Per Diem Expenses tab
- Enter Start Date
- Select Lodging Per Diem type from Expense Type drop-down list
- Choose appropriate type:
- Alaska/Hawaii Lodging
- Continental US US Lodging
- Enter location name (city name) in Location and select from search
- Enter Number of Days
- Click Details icon
Multiple Locations on a Single Trip:- Click Multiple Locations checkbox
- Enter Start Date and Location for each destination
- Click Generate Per Diem
- Continue with more expense items,
~ OR ~ Click Next
Per Diem – Meals (Domestic or International)
Use the Extended Per Diem expense type, located on the Transactions Lines tab with all other expense types (i.e., airfare), for
• Stays in one location over 30 days, or
• When using a per diem rate that is the lower than the government rate.
- Click Per Diem Expenses tab
- Enter Start Date
- Select Meals Per Diem from Expense Type drop-down list
- Choose appropriate type:
- Alaska/Hawaii Lodging
- Continental US US Lodging
- Enter location name (city name) in Location and select from search
- Enter Number of Days
- Click Details
Multiple Locations on a Single Trip:- Click Multiple Locations checkbox
- Enter Start Date and Location for each destination
- Click Generate Per Diem
Note: Per Stanford policy, 75% of the meals per diem rate will be reimbursed on the first and last day of the trip, based on the location that day.
- Select Meals Deductions (specific breakfast, lunch, dinner meals to be deducted from the per diem total)
- Click Recalculate
- Click Return to List
- Continue with more expense items,
~ OR ~ Click Next
Mileage Expenses – Mileage
Mileage refers to miles travelled in a personal automobile. See Mileage Reimbursement Rates.
- Click Mileage Expenses tab
- Enter Expense Date
- Select Mileage from Expense Type drop-down list
- Enter From and To Locations in Remarks field
- Determine distance in miles using Google Maps
- Enter Miles
- Click Calculate
- Continue with more expense items,
~ OR ~ Click Next
Step 7 – Allocate to PTAEs on Allocations and Approvers Screen
PTAs for each line must be designated before expenditure types can be selected. Designate PTAs using any combination of these 3 options:
Manually Enter PTAEs
- Enter Project, Task, Award information for each line
- Select Expenditure Type for each line. A commonly used expenditure type may appear. If the field is blank, select from the drop-down list.
Apply My Allocations Preferences
- Click the radio button to select one, multiple or all expense lines
- Select one of the pre-set expense allocations from My Allocation drop-down list
Note: See How To: Set My Allocation Preferences.
- Click Apply
- Select Expenditure Type for each line. A commonly used expenditure type may appear. If the field is blank, select from the drop-down list.
Use Update Allocations
- 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
- Click the radio button to select expense lines to be allocated
- Click Update Allocation
- Select an Allocation Method
- Equal Split
- Amount Split
- Percentage Split
- Click Add Another Row to provide space to enter each PTA to be in the split
- Enter Project, Task, Award information (PTAs)
- Enter Percentage of split for each PTA, if necessary
- 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.
- Click Add Allocation Set to My Allocations checkbox
- Enter the Allocation Name
- Click Apply
- Select Expenditure Type for each line. A commonly used expenditure type may appear. If the field is blank, select from the drop-down list.
Step 8 – Designate Approvers on Allocations and Approvers Screen
Designate approver(s) using any combination of these 3 options:
Apply My Approvers Preferences
- Select one of the pre-set approvers from My Approvers drop-down list
- Click Apply
- Enter the approver's sequence or send in parallel (enter 1,2,3 for sequence; assign all approver's "1" for in parallel routing)
- Enter Notes to each approver (if needed)
- 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.
Populate Default Approver(s)
- 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.
- Enter the approver's sequence or send in parallel (enter 1,2,3 for sequence; assign all approver's "1" for in parallel routing)
- Enter Notes to each approver (if needed)
- 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.
Manually Add Approver(s) / FYI Recipient(s)
- Click Add
- Click the magnifying glass icon
- Enter the approver's name (Last name, First name)
- Click Go
- Click Quick Select icon next to the approver's name
- Select Approver or FYI from Approver / FYI drop-down list
- Enter the approver's sequence or send in parallel (enter 1, 2, 3 for sequence; assign all approver's "1" for in parallel routing).
- Enter Notes to each approver (if needed)
- 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 9 – Apply Advance (if applicable)
The Advance step will appear in the workflow train if the payee has an advance waiting to be applied to an expense report. You may apply advance funds or skip this step if the outstanding advance does not apply to this expense report.
Apply Advance
- Click the flashlight next to the Advance Number field
- Click Go to see all available advances
- Select applicable advance from the list
- Enter the amount to be applied
- Click Next
Do Not Apply Advance
- Enter An advance does not apply in Remarks field
- Click Next
- 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.
- 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 11 – Submit Receipts and Backup Documentation
Electronic files of required documentation should be placed on your computer's desktop.
- Click Submit/View Receipts
- 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
What's Next?
- The expense report will be routed to the appropriate approver.
- Return to Expense Report How Tos.