How To:  Create Non-PO Payment Request – Multiple Payees

Step 1 – Log in to Expense Requests, Non-PO Payment, Multiple Payees

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-PO Payment, Multiple Payees

Step 2 – Enter General Information

1. Select Category from the drop-down list (see Guidelines for Use of Non-PO Payment Categories)
2. Indicate if Rush Processing will apply
   
   
   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.
   
   
3. Enter the Business Purpose
   Notes:

   • The Business Purpose entered here is for all payees in the transaction, and must be the same for each payee.
   • 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.
4. Enter Payment Memo
   Note:  Entry in the Payment Memo field will be printed on the check sent to the payee, and/or, in the case of an electronic payment, will be included in the remittance email sent to the payee. The Payment Memo entered must apply to each payee in the transaction.
5. Select Activity Performed in California, Yes or No
   • Applicable only to Fees & Service and Human Subjects categories
6. Select Foreign Expense, Yes or No
   Note:  Was expense for goods used or services provided outside the U.S.? See Determine If Non-PO Payment Is for a Foreign Expense for more information.
7. Select Event Name (required for foreign expenses)
   • Click Show Event to display the details of the selected Event Name, if desired. Use Show Event to verify that you have the selected the correct event.
   ~ OR ~ If new event is needed, click Create New Event (see How To: Create New Event)


8. Click Next to continue

Step 3 – Enter Payee Information and Payment Method

1. Click Add Payee
2. Enter the Payee's name (last name, first name, or business name)
   ~ OR ~ Search and select the payee by clicking the search icon (magnifying glass). When payee and address found, click the Quick Select icon


3. Address and preferred Payment Method displays based on payee preference:  Electronic (Direct Deposit), or Check
4. If Check is desired rather than Electronic:
   Check as Preferred Payment Method

   1. Select Special Payment Type
   2. Select Delivery Option
      • U.S. Mail – mailed to address on file
      • Alternate SU Address – sent to the designated campus address
      • DAPER – sent to Athletics
5. Repeat for each payee
6. Click Next to continue

Step 4 – Enter Payment Amounts and Details on Transaction Lines Screen

1. Enter Date of expense
2. Enter Amount of payment
3. Select Expense Type from the drop-down list
4. If required documentation is missing, click Missing Documentation checkbox, and enter explanation in Remarks
5. If payment is for a foreign expense:
   Payment for Foreign Expense
   

   Country of Activity and Foreign Activity Type may be pre-populated based on the foreign event. You may need to select from the drop-down list if the correct country or activity is not selected automatically by the system.

   1. Click Details icon
   2. In General Information, verify that Country of Activity and Foreign Activity Type are correct. If necessary, select the correct country and activity
   3. Click Return to List
6. Click Add Line and repeat step a – e above to include additional expense lines
7. Click Next to continue

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 8 – 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