How To:  Approve / Reject an Expense Report, Advance, or Non-PO Payment

Step 1 – Log in to Oracle

If you have opted to receive email notifications in your preferences, the email instructions will direct you to log in to Oracle to access the Workflow Notification.

Email example:

1. Click Log into Oracle link in the notification email
   
   ~ OR ~ Go to https://ofweb.stanford.edu
   
   
2. Enter your SUNet ID and password

Step 2 – Select the Workflow Notification

1. Select the Workflow Notification link from your Worklist

Worklist example:

Step 3 – Review Expense Report

After logging into Oracle and accessing the Workflow Notification (example below), you will see instructions providing links to the transaction Full View and attached receipts and backup documentation. This allows you to view everything needed to approve or reject from the Workflow Notification.

Workflow Notification example:

1. Review Messages for reminders to approvers to look closely at specific lines with unusually high costs. Explanation of cost should be provided by the preparer in Remarks for the line
   
2. Click Full View link to review transaction details
   
   1. Click paper clip icon to view line attachments
   2. Click Details icon to view details for the line
   
3. Review attached receipts and other backup documentation
   
   1. Click Attached receipts link in the Notification
      
      ~ OR ~ Click the Attach/View Receipts button in the Full View to open the Attachments window
   
   
   2. Scroll to the bottom if necessary to locate the View Attachments section
   3. Click the file name in View Attachments to open the attachment
      
      
      Note:  Attachments for a specific line display the line information in the "For Transaction Line(s)" column. Attachments for the whole transaction display N/A for in both the Expense Source and the For Transaction Line(s) columns. If a receipt is not attached directly to a line, look for it in a transaction attachment.
      
   4. Examine receipts, backup documents, and transaction details
4. Confirm that:
   • Expenditures are reasonable, necessary and comply with all relevant University policies (Reference Policy Notes: Business Expense Policy)
   • Expenditures are correct, allowable for the account, allocable, and properly coded
   • Expenditures are appropriately documented and recorded in a consistent manner
   • Funds are available in the account
5. Click Back to Submit/View Receipts Page link to go back to the View Attachments page
6. Close the Attachments window and the Full View window and return to the Notification

Step 4 – Approve or Reject Expense Report, Advance, or Non-PO Payment

1. If the transaction can be approved, click Approve on the notification

~ OR ~

1. If the transaction must be rejected, scroll to the bottom of the notification
2. Click one or more Rejection reason(s)
3. Enter Notes to further explain the reason for the rejection, and what must be done for approval
4. Click Reject button
   
   
   Note:  Select "Other" as the rejection reason if no other listed reason applies. Be sure to explain in Notes.

Tip:  In Notes, refer to expense lines using the Expense Source (Travel Card, Cash, Per Diem, or Mileage) and the line number.