November 2 will bring a number of changes to the Expense Requests system, specifically in the expense report creation and approval processes.

1.  User Feedback and Requests initiated these enhancements:

• Consistent line numbering and sequencing on all transaction pages, as well as the Full View page
• Access to Event details within the transactions
• New features on the Full View page:
  • One click to show details associated with expense lines
  • One click to show per diem and mileage calculations
  • Access to receipts and backup documents, including attachments directly to a line

2.  Audit and review findings by Stanford Internal Audit and Office of Sponsored Research, as well as government agencies, drove a University-wide initiative to implement controls to better ensure compliance, which will result in these changes:

• Enhancements to system messages – to better guide or instruct preparers and approvers, including warning messages triggered when explicit explanation of an expense is required
  • This explanation, included with the initial submission of a transaction, will
    • Improve understanding between preparers and approvers
    • Decrease the number of returned/rejected transactions from T&R auditors
• Reject Reason Codes
  • When rejecting a transaction, approvers will select "Reason Codes" that will support analysis around potentially non-compliant transactions or transactions lacking adequate supporting documentation
  • Analysis will drive improvements in training and support resources.
• Back-up documentation attachable directly to the expense line – required for:
  • Airfare receipts
  • Lodging receipts
  • Conference registration receipt and agenda

3.  Spend Analytics is supported by the collection of data in a few additional fields, and information derived will:

• Better position Stanford in negotiations with service providers, such as:
  • Airlines
  • Hotels
• Support the addition of perks and discounts offered through the Stanford Travel program