Reimbursement / Expense Reporting Policies

Policy Guidance Important to Faculty:

• Expense reports and reimbursement requests should be submitted within 10 days of incurring the expense or completing travel.
  • If reports / requests are not made within 60 days, the amount paid for expenses will be tax-reportable as income to the individual per IRS guidelines.
• The University's policy is to reimburse necessary and reasonable expenses incurred for authorized University business.
  • Prices paid are to be economical; when the price paid by the individual is more than what is deemed economical (more than what the University would pay), the lesser amount will be reimbursed.
  • Memo from the Provost Re: Business Meal Expense Guidance (October 2007)
  • Business Meal Expense Guidance

Specific Policy on All Types of Reimbursable Expenses:

• Policy Notes: Business Expense Policy
• Overview: Permissible Business Expenses
• Overview: Paying for Business Expenses Not Requiring a Purchase Order

For complete information on reimbursement / expense reporting at Stanford, including overviews, how-to instructions, policy, resources, forms, and related training, see:

• Reimbursement / Expense Reporting in the Staff section of this web site.