How To:  Handle Rejected / Returned Transactions

Step 1 – Log in to Oracle

1. Go to https://ofweb.stanford.edu
2. Enter your SUNet ID and password

Step 2 – Select the Workflow Notification

From SU Workflow Notifications

1. Click SU Workflow Notifications
2. Click Notifications
3. Select the notification from the list

From the Expense Requests System

1. Click SU Expense Requests
2. Select the notification from the Open Notifications list on the Home page

Step 3 – Review the Notification

When a transaction is submitted, it is routed in the workflow to approvers. Approvers must review the transaction and either approve or reject the entire transaction. The Preparer will receive a notification when the report is either approved or rejected. If an approver in the workflow rejects a transaction, follow these steps:

1. Note the Transaction Number referenced in the notification
2. Review Warning, Instructions, Comments and Expenses in the notification
3. Click Transaction Details link to review transaction details
4. Click View Receipts link to review uploaded receipts
5. Click OK to close the notification and remove it from your Worklist
   ~ OR ~ Click Return to Worklist to close the notification and leave it in your Worklist

Step 4 – Update and Resubmit the Transaction

1. Access Expense Requests Home page
2. Locate the Transaction Number in the Transactions to Complete section
   
   
   Note:  A Transaction rejected by an approver will have a status of "Rejected"
   
   
3. Click Update icon to access the transaction
4. Update and resubmit the transaction based on the instructions in the rejection notification

Step 1 – Log in to Oracle

1. Go to https://ofweb.stanford.edu
2. Enter your SUNet ID and password

Step 2 – Select the Workflow Notification

From SU Workflow Notifications

1. Click SU Workflow Notifications
2. Click Notifications
3. Select the notification from the list

From the Expense Requests System

1. Click SU Expense Requests
2. Select the notification from the Open Notifications list on the Home page

Step 3 – Review the Notification

1. Note the Transaction Number referenced in the notification
2. Review Rejection Reason in the Warning, and Instructions in the notification
3. Click Transaction Details link to review transaction details
4. Click View Receipts link to review uploaded receipts
5. Click OK to close the notification and remove it from your Worklist
   ~ OR ~ Click Return to Worklist to close the notification and leave it in your Worklist

Step Step 4 – Update and Resubmit the Transaction

1. Access Expense Requests Home page
2. Locate the Report Number in the Transactions to Complete section
   
   
   Note:  A Transaction rejected by an approver will have a status of "Rejected"
   
   
3. Click Update icon to access the expense report
4. update and resubmit the transaction based on the instructions in the notification

Step 1 – Log in to Oracle

1. Go to https://ofweb.stanford.edu
2. Enter your SUNet ID and password

Step 2 – Select the Workflow Notification

From SU Workflow Notifications

1. Click SU Workflow Notifications
2. Click Notifications
3. Select the notification from the list

From the Expense Requests System

1. Click SU Expense Requests
2. Select the notification from the Open Notifications list on the Home page

Step 3 – Review the Notification

1. Note the Transaction Number and type of notification
2. Review Return Reason in the Warning, and Instructions in the notification

Step 4 – Review Expense Report Details (if necessary)

1. Click Transaction Details link in the notification
2. Review expense details
3. Click Return button to go back to the notification

Step 5 – Review Receipts and Upload New Receipts (if necessary)

1. Click View Receipts link in the notification
2. View previously submitted receipts
   • Select the receipt file name in View Attachments. The receipt displays in the viewer
   • Click Back to Receipts Page link to go back to the Receipts page
3. Upload new receipts
   • Click Browse button
   • Select the file to upload
   • Click Open button
   • Repeat for all files to upload
   • Click Upload files button to upload
4. Click Cancel button to go back to the notification

Step 6 – Take Action on the Notification

1. To send the newly uploaded receipts to T&R, click the Send Additional Information button
   
   
   Note:  The expense report status becomes "Pending Travel and Reimbursement Audit."
   
   
   ~ OR ~

1. To update and resubmit the expense report, click the Withdraw Expense Report button and go to Step 7

Step 7 – Update and Resubmit the Expense Report (if necessary)

1. Access the Expense Requests Home page
2. Locate the Transaction Number in the Transactions to Complete section
   
   
   Note:  An Expense Report withdrawn from the notification will have a status of "Returned."
   
   
3. Click Update icon to access the expense report
4. Update and resubmit the report based on the instructions in the notification

If T&R finds that an expense report is missing required receipts for only some lines, they will create a new expense report containing the lines needing receipts. The new expense report will have a -1 suffix. The remaining lines in the original expense report will be paid. For example, if the original Transaction Number is ER12345, the new expense report containing the lines requiring receipts will be ER12345-1.

The Preparer will receive a notification that an expense report was created due to missing receipts.

Step 1 – Log in to Oracle

1. Go to https://ofweb.stanford.edu
2. Enter your SUNet ID and password

Step 2 – Select the Workflow Notification

From SU Workflow Notifications

1. Click SU Workflow Notifications
2. Click Notifications
3. Select the notification from the list

From the Expense Requests System

1. Click SU Expense Requests
2. Select the notification from the Open Notifications list on the Home page

Step 3 – Review the Notification

1. Note the Transaction Number and type of notification
2. Review Return Reason in the Warning, and Instructions in the notification

Step 4 – Review Expense Report Details (if necessary)

1. Click Transaction Details link in the notification
2. Review expense details
3. Click Return button to go back to the notification

Step 5 – Review Receipts and Upload New Receipts

1. Click View Receipts link in the notification
2. View previously submitted receipts
   • Select the receipt file name in View Attachments. The receipt displays in the viewer
   • Click Back to Receipts Page link to go back to the Receipts page
3. Upload new receipts
   • Click Browse button
   • Select the file to upload
   • Click Open button
   • Repeat for all files to upload
   • Click Upload files button to upload all files ready to upload
4. Click Close button to go back to the notification

Step 6 – Take Action on the Notification

1. To send the expense report with newly uploaded receipts to T&R, click Receipts Submitted button
   
   
   Note:  The transaction status becomes "Pending Travel and Reimbursement Audit."
   
   

~ OR ~

1. To remove the expense report from the Expense Reports system, click Delete Expense Report button.

~ OR ~

1. To update and resubmit the expense report, click Withdraw Expense Report button and go to Step 7

Step 7 – Update and Resubmit the Expense Report (only if necessary)

1. Access Expense Requests Home page
2. Locate the Transaction Number in the Transactions to Complete section
   
   
   Note:  An Expense Report withdrawn from the notification will have a status of "Returned."
   
   
3. Click Update icon to access the expense report
4. Update and resubmit the report based on the instructions in the notification

If T&R finds that an expense report contains some lines that do not comply with policy, they will create a new expense report containing the lines that must be brought into compliance. The new expense report will have a -1 suffix. The remaining lines in the original expense report will be paid. For example, if the original Transaction Number is ER12345, the new expense report containing the noncompliant lines will be ER12345-1.

The Preparer will receive a notification that an expense report was created due to policy noncompliance.

Step 1 – Log in to Oracle

1. Go to https://ofweb.stanford.edu
2. Enter your SUNet ID and password

Step 2 – Select the Workflow Notification

From SU Workflow Notifications

1. Click SU Workflow Notifications
2. Click Notifications
3. Select the notification from the list

From the Expense Requests System

1. Click SU Expense Requests
2. Select the notification from the Open Notifications list on the Home page

Step 3 – Review the Notification

1. Note the Transaction Number and type of notification
2. Review the Warning, Instructions, and Business Expenses with Policy Non-Compliance in the notification

Step 4 – Review Expense Report Details (if necessary)

1. Click Transaction Details link in the notification
2. Review expense details
3. Click Return button to go back to the notification

Step 5 – Review Receipts and Upload New Receipts (if necessary)

1. Click View Receipts link in the notification
2. View previously submitted receipts
   • Select the receipt file name in the View Attachments. The receipt displays in the viewer
   • Click Back to Receipts Page link to go back to the Receipts page
3. Upload new receipts
   • Click Browse button
   • Select the file to upload
   • Click Open button
   • Repeat for all files to upload
   • Click Upload files button to upload all files ready to upload
4. Click Close button or close the Receipts page to go back to the notification

Step 6 – Take Action on the Notification

1. To remove the expense report from the Expense Requests system, click Delete Expense Report button.

~ OR ~

1. To update and resubmit the expense report, click Withdraw Expense Report button and go to Step 7

Step 7 – Update and Resubmit the Expense Report

1. Access Expense Requests Home page
2. Locate the Transaction Number in the Transactions to Complete section
   
   
   Note:  An Expense Report withdrawn from the notification will have a status of "Returned."
   
   
3. Click Update icon to access the expense report
4. Update and resubmit the report based on the instructions in the notification