How To:  Create Foreign Expense Report for a Non-SU Payee (Visitor Reimbursement)

Step 1 – Log in to Expense Requests

1. Go to https://ofweb.stanford.edu
2. Enter your SUNet ID and password
3. Click SU Expense Requests
4. Under Create New Transaction, select Non-SU Payee under Expense Report

Step 2 – Enter General Information

1. Select Expenses (Foreign) from the Category drop-down list (see Guidelines for Use of Expense Report Categories)
2. Enter the Payee's name (supplier company name or individual last name, first name)
   ~ OR ~ Search and select the payee by clicking the search icon (magnifying glass)
   
   
   Note:  The payee must have an active record in the supplier database and is not a current employee or student of the University. Refer to How To: Setup a Non-SU Payee for Reimbursement. You cannot complete a reimbursement request unless you can locate a supplier record to apply to the transaction.
3. 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.
   
   
4. The Payment Method will auto-fill based upon what the Stanford payee has set up (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.
   
   
   Note:  If Check, select Check Delivery Option.
5. Enter Business Purpose
   
   
   Notes: 

   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.
6. Select Event Name (mandatory for foreign expense reports)
   
   
   Note:  Click Show Event to display the event details, if desired.
   
   ~ OR ~ If new event is needed, click Create New Event (See How To: Create New Event)


7. Provide beneficiary names and information, as appropriate
   Enter Beneficiary Information

   1. Click Add
   2. Select Type (Employee or Non-Employee)
   3. Enter Name
   4. Select Non-Resident Alien (Yes or No)
   5. Enter Amount (USD amount for which the individual was beneficiary)
   6. Repeat for each individual beneficiary

   Notes:

   • Student must be entered as Employee.
   • Beneficiary of Gift expenses is not entered here, but will be entered later in the process with the expense line.
8. Click Next

Step 3 – 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.

1. Select all Stanford Travel Card transactions that should be applied to the Expense Report
   Notes:

   1. TCard transactions can be sorted to help locate desired transaction(s). Click on the column headers to sort; Preparer Notes, Transaction Date, Days, Merchant Name, Location Note.
   2. 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.
2. Click Next and Previous to view additional transactions if necessary
3. Once all desired transactions have been selected, click Next

Adjusted 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.

1. Select Adjusted Per Diem from Expense Type drop-down list
2. Enter the hotel / lodging in the Remarks field. Note if meals for the 30 day period are included.
3. Click Details icon
4. 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:

   1. Click Original Receipt Missing checkbox
   2. Provide an explanation in Remarks field
5. Verify that Country of Activity and Foreign Activity Type are correct
6. Click Return to List
7. Continue with more expense items on this screen,
   ~ OR ~ Click Next

Airfare – Foreign and Domestic

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:

1. Click Details icon
2. If no receipt is provided, please contact airline for duplicate. Airfare receipts are always required.
3. Select the Class of Ticket, if not pre-populated
   
   Notes: 

   1. Business and first class require an explanation in Remarks.
   2. 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.
4. Enter the Departure and Destination Airport codes
5. Indicate if the flight was round trip or one way
6. Select the Travel Booking Method
7. Select the Airline
8. 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.

   1. Click Itemize
   2. Click Add Another Row
   3. Select Airfare from the Expense Type drop-down list
   4. Select the Class of Ticket
   5. Enter Departure and Destination Airport codes of the first leg
   6. Select the Travel Booking Method
   7. Select the Airline
   8. Repeat Step 2 - 7 until all legs are listed
9. If the airline expense contains another expense that needs to be itemized, see instructions below.
   Itemize Expenses

   1. Enter the dollar amount for the itemized business portion in the Itemized Receipt Amount field in the Itemized Business Expenses section
   2. Click Add Another Row (if necessary) to itemize each additional business expense
   3. 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).

10. Verify that Country of Activity and Foreign Activity Type are correct
11. Click Return to List
12. Continue with more expense items on this screen,
    ~ OR ~ Click Next

Note:  Be sure to prepare an individual airfare receipt file to upload directly to this line before submitting the expense report.

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, for example:

• Upgrade from Coach to Economy Plus
• Checked baggage
• Reserved seat
• Inflight meals
• Wi-Fi
• Curb-side check-in
• Early boarding

1. 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.
   
   
2. Enter a description of the fee in the Remarks field
3. Click Details icon
4. 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:

   1. Click Original Receipt Missing checkbox
   2. Provide an explanation in Remarks field
5. Verify that Country of Activity and Foreign Activity Type are correct
6. Click Return to List
7. 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. While traveling, any meal with more than one attendee should be entered as a Business Meal. 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.

1. Select Business Meal from Expense Type drop-down list
2. Click Details icon
3. Enter the attendee names and Stanford affiliation (employee or student) in the Remarks field
4. Enter the Number of Attendees at the meal in the Additional Information section
5. 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:

   1. Click Original Receipt Missing checkbox
   2. Provide an explanation in Remarks field
6. Verify that Country of Activity and Foreign Activity Type are correct
7. Click Return to List
8. 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. While traveling, any meal with more than one attendee should be entered as a Business Meal. 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.

1. Select Business Meal with Alcohol from Expense Type drop-down list
2. Click Details icon
3. Enter the attendee names and Stanford affiliation (employee or student) in the Remarks field
4. 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:

   1. Click Original Receipt Missing checkbox
   2. Provide an explanation in Remarks field
5. Itemize the meal into four parts: food, alcohol, tip and tax:
   Itemize Meals with Alcohol
   
   

   1. Adjust dollar amount in Itemized Receipt Amount for Itemization 1 to the amount of food purchased
   2. Click Add Another Row
   3. Select Alcohol consumed with meal from the Expense Type drop-down list for Itemization 2
   4. Adjust dollar amount in the Itemized Receipt Amount for Itemization 2 to the amount spent on alcohol
   5. Click Add Another Row
   6. Select Tip for meal from the Expense Type drop-down list for Itemization 3
   7. Adjust the Itemized Receipt Amount for Itemization 3 to the amount of the tip for the meal
   8. Click Add Another Row
   9. Select Tax for meal from the Expense Type drop-down list for Itemization 4
   10. Adjust the amount in the Itemized Receipt Amount in Itemization 4 to the amount of the total tax for the meal

   Any remaining amount will show as personal expenses.

6. Verify that Country of Activity and Foreign Activity Type are correct
7. Enter the Number of Attendees at the meal in the Additional Information section
8. Click Return to List
9. 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 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.

1. Click Details icon
2. Click Itemize
3. Enter Number of Days. Adjust for the length of the rental period in the Itemized Business Expenses section. Based on a 24 hour day, round to the nearest whole day count.
4. 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:

   1. Click Original Receipt Missing checkbox
   2. Provide an explanation in Remarks field
5. Itemize car rental insurance if purchased:
   Itemize Expenses

   1. Enter the dollar amount for the itemized business portion in the Itemized Receipt Amount field in the Itemized Business Expenses section
   2. Click Add Another Row (if necessary) to itemize each additional business expense
   3. 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).

6. Verify that Country of Activity and Foreign Activity Type are correct
7. Click Return to List
8. Continue with more expense items on this screen,
   ~ OR ~ Click Next

Human Subject Incentive – Foreign

The Human Subjects Incentive – Foreign expense type is only for human subject activities that are performed outside the U.S., and is only available in the Expenses (Foreign) category. See Overview: Paying Human Subjects.

1. Select Human Subjects Incentive – Foreign from Expense Type drop-down list
2. Enter a description of the incentive in the Remarks field
3. Click Details icon
4. Verify that Country of Activity and Foreign Activity Type are correct
5. Click Return to List
6. Continue with more expense items on this screen,
   ~ OR ~ Click Next

Lodging – Foreign and Domestic

The expense date and expense type will auto-fill for TCard lodging expenses.

Details are required for all Lodging expenses.

1. Select Lodging – Foreign and Domestic from Expense Type drop-down list
2. Click Details icon
3. Click Itemize
4. If no receipt is provided, please contact the hotel for duplicate copy. Lodging receipts are always required
5. If the expense included other business or personal expenses, itemize expenses:
   Itemize Expenses

   1. Click Itemize
   2. Enter the dollar amount for the itemized business portion in the Itemized Receipt Amount field in the Itemized Business Expenses section
   3. Click Add Another Row (if necessary) to itemize each additional business expense
   4. 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).

6. The Number of Days field defaults to 1. Adjust this number to reflect the length of the stay. You will see the Daily Rate adjust accordingly.
7. Verify that Country of Activity and Foreign Activity Type are correct
8. Enter Location using the search function in the Additional Information section
   1. Type the name of the city in the field
   2. Click the magnifying glass
   3. Select the city from the pop-up window to verify your selection
   4. You may use the % sign as a wildcard before and after your search criteria to broaden the results


9. Enter the name of the Hotel
10. Enter any additional relevant information in the Remarks field
11. Click Return to List
12. Continue with more expense items on this screen,
    ~ OR ~ Click Next

Note:  Be sure to prepare an individual lodging receipt file to upload directly to this line before submitting the expense report.

Miscellaneous – Foreign

• 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.

1. Select Miscellaneous – Foreign from Expense Type drop-down list
2. Enter a description of the items purchased in the Remarks field (required)
3. Click Details icon
4. 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:

   1. Click Original Receipt Missing checkbox
   2. Provide an explanation in Remarks field
5. If more than one item was purchased on the receipt:
   Itemize Miscellaneous Expenses

   1. Click Itemize
   2. Enter / modify the item description in the Remarks of the first itemized line item
   3. Enter the dollar amount in the Itemized Receipt Amount field
   4. Click Add Another Row (if necessary)
   5. Select Miscellaneous from Expenditure Type drop-down list
   6. Enter the item description in the Remarks field
   7. Enter the dollar amount in the Itemized Receipt Amount field
   8. For additional itemization repeat steps
6. Verify that Country of Activity and Foreign Activity Type are correct
7. Click Return to List
8. Continue with more expense items on this screen,
   ~ OR ~ Click Next

Other Transportation

1. Select Other Transportation from Expense Type drop-down list
2. Enter a description of the Other Transportation (e.g., train ticket from Boston to New York City, taxi, etc) in the Remarks field
3. Click Details icon
4. 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:

   1. Click Original Receipt Missing checkbox
   2. Provide an explanation in Remarks field
5. Itemize if the expense includes a personal trip:
   Itemize Expenses

   1. Click Itemize
   2. Enter the dollar amount for the itemized business portion in the Itemized Receipt Amount field in the Itemized Business Expenses section
   3. Click Add Another Row (if necessary) to itemize each additional business expense
   4. 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).

6. Verify that Country of Activity and Foreign Activity Type are correct
7. Click Return to List
8. 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. Do not use the Travel Meals expense type if meal expense included others in addition to the traveler. If more than one attendee, use Business Meal expense type.

1. Select Travel Meals from Expense Type drop-down list
2. Click Details icon
3. If the expense included other business or personal expenses, itemize expenses:
   Itemize Expenses

   1. Click Itemize
   2. Enter the dollar amount for the itemized business portion in the Itemized Receipt Amount field in the Itemized Business Expenses section
   3. Click Add Another Row (if necessary) to itemize each additional business expense
   4. 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).

4. Verify that Country of Activity and Foreign Activity Type are correct
5. Click Return to List
6. 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. Do not use the Travel Meals with Alcohol expense type if meal expense included others in addition to the traveler. If more than one attendee, use Business Meal with Alcohol expense type.

1. Select Travel Meals with Alcohol from Expense Type drop-down list
2. Click Details icon
3. 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:

   1. Click Original Receipt Missing checkbox
   2. Provide an explanation in Remarks field
4. Itemize the meal into four parts: food, alcohol, tip and tax:
   Itemize Meals with Alcohol
   
   

   1. Adjust dollar amount in Itemized Receipt Amount for Itemization 1 to the amount of food purchased
   2. Click Add Another Row
   3. Select Alcohol consumed with meal from the Expense Type drop-down list for Itemization 2
   4. Adjust dollar amount in the Itemized Receipt Amount for Itemization 2 to the amount spent on alcohol
   5. Click Add Another Row
   6. Select Tip for meal from the Expense Type drop-down list for Itemization 3
   7. Adjust the Itemized Receipt Amount for Itemization 3 to the amount of the tip for the meal
   8. Click Add Another Row
   9. Select Tax for meal from the Expense Type drop-down list for Itemization 4
   10. Adjust the amount in the Itemized Receipt Amount in Itemization 4 to the amount of the total tax for the meal

   Any remaining amount will show as personal expenses.

5. Verify that Country of Activity and Foreign Activity Type are correct
6. Click Return to List
7. Continue with more expense items on this screen,
   ~ OR ~ Click Next

Adjusted 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.

1. Enter Date of expense
2. Enter receipt amount in Line Amount field
3. Select Adjusted Per Diem from Expense Type drop-down list
4. Enter the hotel / lodging in the Remarks field. Note if meals for the 30 day period are included.
5. Click Details icon
6. 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:

   1. Click Original Receipt Missing checkbox
   2. Provide an explanation in Remarks field
7. Verify that Country of Activity and Foreign Activity Type are correct
8. Click Return to List
9. Continue with more expense items on this screen,
   ~ OR ~ Click Next

Airfare – Foreign and Domestic

See Admin Guide 5.4.2 for commercial air travel policy.

1. Enter Date of expense
2. Enter receipt amount in Line Amount field
3. Select Airfare – Foreign and Domestic from the Expense Type drop-down list
4. Click Details icon
5. If no receipt is provided, please contact airline for duplicate. Airfare receipts are always required
6. Verify that Country of Activity and Foreign Activity Type are correct
7. Select the Class of Ticket
   
   Notes: 

   1. Business and first class require an explanation in Remarks.
   2. 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.
8. Enter the Departure and Destination Airport codes
9. Indicate if the flight was round trip or one way
10. 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.

    1. Click Itemize
    2. Click Add Another Row
    3. Select Airfare from the Expense Type drop-down list
    4. Select the Class of Ticket
    5. Enter Departure and Destination Airport codes of the first leg
    6. Select the Travel Booking Method
    7. Select the Airline
    8. Repeat Step 2 - 7 until all legs are listed
11. If the airline expense contains another expense that needs to be itemized, see instructions below.
    Itemize Expenses

    1. Enter the dollar amount for the itemized business portion in the Itemized Receipt Amount field in the Itemized Business Expenses section
    2. Click Add Another Row (if necessary) to itemize each additional business expense
    3. 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).

12. Select the Travel Booking Method
13. Select the Airline
14. Click Return to List
15. Continue with more expense items on this screen,
    ~ OR ~ Click Next

Note:  Be sure to prepare an individual airfare receipt file to upload directly to this line before submitting the expense report.

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, for example:

• Upgrade from Coach to Economy Plus
• Checked baggage
• Reserved seat
• Inflight meals
• Wi-Fi
• Curb-side check-in
• Early boarding

1. Enter Date of expense
2. Enter receipt amount in Line Amount field
3. Select Ancillary Airline Fee from Expense Type drop-down list
4. Enter a description of the fee in the Remarks field
5. Click Details icon
6. 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:

   1. Click Original Receipt Missing checkbox
   2. Provide an explanation in Remarks field
   
   
7. Verify that Country of Activity and Foreign Activity Type are correct
8. Click Return to List
9. 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. While traveling, any meal with more than one attendee should be entered as a Business Meal. 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.

1. Enter Date of expense
2. Enter receipt amount in Line Amount field
3. Select Business Meal from Expense Type drop-down list
4. Click Details icon
5. Enter the attendee names and Stanford affiliation (employee or student) in the Remarks field
6. 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:

   1. Click Original Receipt Missing checkbox
   2. Provide an explanation in Remarks field
7. Verify that Country of Activity and Foreign Activity Type are correct
8. Enter the Number of Attendees at the meal in the Additional Information section
9. Click Return to List
10. 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. While traveling, any meal including alcohol with more than one attendee should be entered as a Business Meal with Alcohol.

1. Enter Date of expense
2. Enter receipt amount in Line Amount field
3. Select Business Meal with Alcohol from Expense Type drop-down list
4. Click Details icon
5. Enter the attendee names and Stanford affiliation (employee or student) in the Remarks field
6. 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:

   1. Click Original Receipt Missing checkbox
   2. Provide an explanation in Remarks field
7. Itemize the meal into four parts: food, alcohol, tip and tax:
   Itemize Meals with Alcohol
   
   

   1. Adjust dollar amount in Itemized Receipt Amount for Itemization 1 to the amount of food purchased
   2. Click Add Another Row
   3. Select Alcohol consumed with meal from the Expense Type drop-down list for Itemization 2
   4. Adjust dollar amount in the Itemized Receipt Amount for Itemization 2 to the amount spent on alcohol
   5. Click Add Another Row
   6. Select Tip for meal from the Expense Type drop-down list for Itemization 3
   7. Adjust the Itemized Receipt Amount for Itemization 3 to the amount of the tip for the meal
   8. Click Add Another Row
   9. Select Tax for meal from the Expense Type drop-down list for Itemization 4
   10. Adjust the amount in the Itemized Receipt Amount in Itemization 4 to the amount of the total tax for the meal

   Any remaining amount will show as personal expenses.

8. Verify that Country of Activity and Foreign Activity Type are correct
9. Enter the Number of Attendees at the meal in the Additional Information section
10. Click Return to List
11. 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.

1. Enter Date of expense
2. Enter receipt amount in Line Amount field
3. Select Car Rental from Expense Type drop-down list
4. Click Details icon
5. Adjust the Number of Days field to reflect the length of the rental period – you will see the daily rate adjust accordingly. Based on a 24 hour day, round to the nearest whole day count.
6. 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:

   1. Click Original Receipt Missing checkbox
   2. Provide an explanation in Remarks field
7. If car rental insurance is purchased, itemize the charge as a personal expense:
   Itemize Expenses

   1. Click Itemize
   2. Enter the dollar amount for the itemized business portion in the Itemized Receipt Amount field in the Itemized Business Expenses section
   3. Click Add Another Row (if necessary) to itemize each additional business expense
   4. 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).

8. Verify that Country of Activity and Foreign Activity Type are correct
9. Click Return to List
10. Continue with more expense items on this screen,
    ~ OR ~ Click Next

Human Subject Incentive

1. Enter Date of expense
2. Enter receipt amount in Line Amount field
3. Select Human Subject Incentive from Expense Type drop-down list
4. 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:

   1. Click Original Receipt Missing checkbox
   2. Provide an explanation in Remarks field
   3. Click Return to List
5. If the expense included other business or personal expenses, itemize expenses:
   Itemize Expenses

   1. Enter the dollar amount for the itemized business portion in the Itemized Receipt Amount field in the Itemized Business Expenses section
   2. Click Add Another Row (if necessary) to itemize each additional business expense
   3. 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).

6. If the Category is Expense (Foreign):
   Expense (Foreign)

   1. Click Details icon
   2. Verify that Country of Activity and Foreign Activity Type are correct
   3. Select the correct country and activity if necessary
   4. Click Return to List
7. Continue with more expense items on this screen,
   ~ OR ~ Click Next

Lodging – Foreign and Domestic

1. Enter Date of expense
2. Enter receipt amount in Line Amount field
3. Select Lodging – Foreign and Domestic from Expense Type drop-down list
4. Click Details icon
5. If no receipt is provided, please contact the hotel for duplicate copy. Lodging receipts are always required
6. If the expense included other business or personal expenses, itemize expenses:
   Itemize Expenses

   1. Click Itemize
   2. Enter the dollar amount for the itemized business portion in the Itemized Receipt Amount field in the Itemized Business Expenses section
   3. Click Add Another Row (if necessary) to itemize each additional business expense
   4. 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).

7. The Number of Days field defaults to 1. Adjust this number to reflect the length of the stay. You will see the Daily Rate adjust accordingly.
8. Verify that Country of Activity and Foreign Activity Type are correct
9. Enter Location using the search function in the Additional Information section
   1. Type the name of the city in the field
   2. Click the magnifying glass
   3. Select the city from the pop-up window to verify your selection
   4. You may use the % sign as a wildcard before and after your search criteria to broaden the results


10. Enter the name of the Hotel
11. Enter any additional relevant information in the Remarks field
12. Click Return to List
13. Continue with more expense items on this screen,
    ~ OR ~ Click Next

Note:  Be sure to prepare an individual lodging receipt file to upload directly to this line before submitting the expense report.

Miscellaneous – Foreign

• The Miscellaneous – Foreign 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.

1. Enter Date of expense
2. Enter receipt amount in Line Amount field
3. Select Miscellaneous – Foreign from Expense Type drop-down list
4. Enter a description of the items purchased in the Remarks field (required)
5. Click Details icon
6. 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:

   1. Click Original Receipt Missing checkbox
   2. Provide an explanation in Remarks field
7. If more than one item was purchased on the receipt:
   Itemize Miscellaneous Expenses

   1. Click Itemize
   2. Enter / modify the item description in the Remarks of the first itemized line item
   3. Enter the dollar amount in the Itemized Receipt Amount field
   4. Click Add Another Row (if necessary)
   5. Select Miscellaneous from Expenditure Type drop-down list
   6. Enter the item description in the Remarks field
   7. Enter the dollar amount in the Itemized Receipt Amount field
   8. For additional itemization repeat steps
8. Verify that Country of Activity and Foreign Activity Type are correct
9. Click Return to List
10. Continue with more expense items on this screen,
    ~ OR ~ Click Next

Other Transportation

1. Enter Date of expense
2. Enter receipt amount in Line Amount field
3. Select Other Transportation from Expense Type drop-down list
4. Enter a description of transportation in the Remarks field.
5. Click Details icon
6. 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:

   1. Click Original Receipt Missing checkbox
   2. Provide an explanation in Remarks field
7. If the expense included other business or personal expenses, itemize expenses:
   Itemize Expenses

   1. Click Itemize
   2. Enter the dollar amount for the itemized business portion in the Itemized Receipt Amount field in the Itemized Business Expenses section
   3. Click Add Another Row (if necessary) to itemize each additional business expense
   4. 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).

8. Verify that Country of Activity and Foreign Activity Type are correct
9. Click Return to List
10. 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. Do not use the Travel Meals expense type if meal expense included others in addition to the traveler. If more than one attendee, use Business Meal expense type.

1. Enter Date of expense
2. Enter receipt amount in Line Amount field
3. Select Travel Meals from Expense Type drop-down list
4. Click Details icon
5. 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:

   1. Click Original Receipt Missing checkbox
   2. Provide an explanation in Remarks field
6. If the expense included other business or personal expenses, itemize expenses:
   Itemize Expenses

   1. Click Itemize
   2. Enter the dollar amount for the itemized business portion in the Itemized Receipt Amount field in the Itemized Business Expenses section
   3. Click Add Another Row (if necessary) to itemize each additional business expense
   4. 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).

7. Verify that Country of Activity and Foreign Activity Type are correct
8. Click Return to List
9. 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. Do not use the Travel Meals with Alcohol expense type if meal expense included others in addition to the traveler. If more than one attendee, use Business Meal with Alcohol expense type.

1. Enter Date of expense
2. Enter receipt amount in Line Amount field
3. Select Travel Meals with Alcohol from Expense Type drop-down list
4. Click Details icon
5. 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:

   1. Click Original Receipt Missing checkbox
   2. Provide an explanation in Remarks field
6. Itemize the meal into four parts: food, alcohol, tip and tax:
   Itemize Meals with Alcohol
   
   

   1. Adjust dollar amount in Itemized Receipt Amount for Itemization 1 to the amount of food purchased
   2. Click Add Another Row
   3. Select Alcohol consumed with meal from the Expense Type drop-down list for Itemization 2
   4. Adjust dollar amount in the Itemized Receipt Amount for Itemization 2 to the amount spent on alcohol
   5. Click Add Another Row
   6. Select Tip for meal from the Expense Type drop-down list for Itemization 3
   7. Adjust the Itemized Receipt Amount for Itemization 3 to the amount of the tip for the meal
   8. Click Add Another Row
   9. Select Tax for meal from the Expense Type drop-down list for Itemization 4
   10. Adjust the amount in the Itemized Receipt Amount in Itemization 4 to the amount of the total tax for the meal

   Any remaining amount will show as personal expenses.

7. Verify that Country of Activity and Foreign Activity Type are correct
8. Click Return to List
9. Continue with more expense items on this screen,
   ~ OR ~ Click Next

Per Diem – Lodging (Domestic or International)

Use the Adjusted 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.

1. Click Per Diem Expenses tab
2. Enter Start Date
3. Select Lodging Per Diem type from Expense Type drop-down list
4. If expense report is for Domestic Expenses, choose appropriate type
5. Enter location name (city name) in Location and select from search
6. Enter Number of Days
7. Click Details icon
   
   
   Multiple Locations on a Single Trip:

   1. Click Multiple Locations checkbox
   2. Enter Start Date and Location for each destination
   
   
8. Verify that Country of Activity and Foreign Activity Type are correct
9. Click Generate Per Diem
10. Click Return to List
11. Continue with more expense items,
    ~ OR ~ Click Next

Per Diem – Meals (Domestic or International)

Use the Adjusted 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.

1. Click Per Diem Expenses tab
2. Enter Start Date
3. Select Meals Per Diem from Expense Type drop-down list
4. Enter location name (city name) in Location and select from search
5. Enter Number of Days
6. Click Details icon
7. Verify that Country of Activity and Foreign Activity Type are correct
   
   
   Multiple Locations on a Single Trip:

   1. Click Multiple Locations checkbox
   2. Enter Start Date and Location for each destination
   
   
8. 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.
   
   
9. Select Meals Deductions (specific breakfast, lunch, dinner meals to be deducted from the per diem total)
10. Click Recalculate
11. Continue with more expense items,
    ~ OR ~ Click Next

Mileage

Mileage refers to miles travelled in a personal automobile. See Mileage Reimbursement rates.

1. Click Mileage Expenses tab
2. Enter Expense Date
3. Enter From and To Locations in Remarks field
4. Determine distance in miles using Google Maps
5. Enter Miles
6. Click Details icon
7. Verify that Country of Activity and Foreign Activity Type are correct
8. Click Return to List
9. Click Calculate
   
   
   Note:  The reimbursable amount for mileage will display.


10. Continue with more expense items,
    ~ OR ~ Click Next

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.

See Demo

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.

1. Scan or use a smartphone to photograph required receipts and documents to be attached to the transaction into a file
2. Name each file with a unique name and save on your computer
   
   
   Note:  Allowed file formats include .pdf, .jpg, .png, .doc, .docx, .xls, .xlsx.
   
   
3. Click green plus sign
4. Click Browse to navigate to file
5. Select file and click Open
6. Repeat until all files for the line are in Files ready to upload
7. Click Upload file(s). File(s) will appear in View Attachments
8. Click Close
9. Green plus sign changes to paper clip to indicate file(s) attached

1. Scan or use a smartphone to photograph required receipts and documents to be attached to the transaction into a file
2. Name each file with a unique name and save on your computer
   
   
   Note:  Allowed file formats include .pdf, .jpg, .png, .doc, .docx, .xls, .xlsx.
   
   
3. Click Attach/View Receipts button to open the Attachments window
4. Do Not select a line
5. Click Browse to navigate to file
6. Select file and click Open
7. Repeat until all files are in Files ready to upload
8. Click Upload file(s). File(s) will appear in View Attachments
9. Files attached to the transaction display N/A in the Expense Source and For Transaction Line(s) columns
10. Click Close to close the Attachments window
    
    
    Reassign Attachments to a Line (if required)

    1. Click Attach/View Receipts button to open the Attachments window
    2. Scroll down and select the Reassign icon for the attachment
    3. Select the Document Type
    4. Select the line to which the attachment is to be reassigned
    5. Click Save
    6. Repeat for all uploaded attachments that must be reassigned to a line
    
    

1. Click Attach/View Receipts on the Transaction Review screen
2. Click Bar Code Cover Page on the Attach/View Receipts window and print
3. Close the Bar Code Cover Page window
4. Send an individual fax for each line that requires an attachment
5. Send a fax containing all other receipts and documents
6. Click Attach/View Receipts to open the Attachments window. Faxes will display in the View Attachments section, attached at the transaction level.
7. Reassign attachments to a line if required
   1. Select the Reassign icon for the attachment
   2. Select the Document Type
   3. Select the line to which the attachment is to be reassigned
   4. Click Save
   5. Repeat for all faxed attachments that must be reassigned to a line
8. Click Close to close the Attachments window

Step 9 – Review and Submit Transaction

1. Review the transaction carefully for completeness, accuracy, and policy compliance. See the tabs marked Expense Lines, Expense Allocations, Approvers, and Approval Notes for additional information
   
   
   Note:   Use the Back button, if necessary, to return to previous pages for corrections.
   
   
2. Click Submit to submit the transaction once all receipts and backup documents have been attached