How To:  Enter Expense Report / Reimbursement Request in iOU

1. Go to https://ofweb.stanford.edu
2. Enter your SUNet ID and Password
3. Click SU iOU Public
4. Click Reimbursement

1. Select a reimbursement Category from the pull down menu
2. Select Yes to Are you sending backup documents
   
   
   Note:  Select No only when no backup documents are required, e.g. when request is for mileage reimbursement or if each of the expenses being reported is less than $75.
   
   

1. Enter all or part of the Payee's last name and click the "flashlight" icon
2. From the Search and Select: Payee pop-up window, locate and select payee name and correct payee site
   
   
   Notes:

   1. Direct Deposit is the preferred "Remit to Site." For employees not enrolled in Direct Deposit, the "Remit to Site" will be the "Mailing Address" maintained in StanfordYou directory. If a "Mailing Address" is not entered in StanfordYou, the employee's "Permanent Address" in StanfordYou will be used.
   2. Add new payee and/or site to list if necessary.
   3. If payee is the same as the person incurring the expense, ensure that the payee name matches the name on the receipts.
   
   
3. Click Select button to close the pop-up window
4. Some reimbursement categories will prompt: Any portion to STAP? Default is no
5. Optionally, click Add Line button to enter other persons other than Payee who incurred expenses

1. Select Payment Priority:  Standard or Rush
2. For Payee Sites other than Direct Deposit, Payment Type and Delivery Option will default to Check and U.S. Mail. Optionally, select other options from the drop-down lists.
   
   
   Note:  A one-time mailing address may be entered by selecting Alternate Address as the Delivery Option.
   
   

1. Enter your Business Purpose
   
   
   IMPORTANT NOTE:  Review Guidelines for Writing a Clear iOU Business Purpose to ensure your entry meets requirements and to avoid processing holds. The first 30 characters will be displayed on Expenditure Reports and in the iOU Transaction Queue.
   
   
2. Enter Start Date (or use calendar tool)
3. Enter End Date (or use calendar tool)
4. Select Yes or No: "Does this reimbursement involve travel outside the United States?"




United States includes the 50 states, DC, Commonwealths of Puerto Rico, Northern Mariana Islands; Guam, American Samoa and the US Virgin Islands. If travel originates outside of the U.S. or includes a destination outside of the U.S., indicate Yes.




Note:  Stanford designates travel to and from Mexico and Canada as Foreign Travel. However, some federal sponsored projects may dictate that travel to and from Mexico and Canada be classified as domestic. Check fund source documents when traveling for sponsored projects.


5. Click Continue
   • If Travel Card was used, continue with Step 6.
   • If Travel Card was not used, continue with Step 7.
   Note:  The system will save your General Information and assign a transaction number.

1. Under Travel Card Charges, the card number for the payee will appear. A drop down function will appear if the payee has both an individual and a department card. If there is more than one card number, select the appropriate card number.
2. Select the transactions associated with the traveler's trip
3. Click Continue

1. Under Business Lines section, you may Set Default Allocation Favorite by selecting a favorite
   
   
   Note:  Everyone who submits any type of financial transaction must be familiar with the rules for allowability of costs in order to properly code transactions. For assistance, see Resources & Job Aids: Proper Coding of Allowable and Unallowable University Expenditures.
   
   
2. Select each Expense Line
   • Select an Expense Type – choices will be determined by Category previously chosen in the General Information section
   • The Transaction ID associated with the Travel Card charge will be displayed, along with the Transaction Date, Transaction Amount and Business Amount
   • Click the Details Required / Optional to enter details about the expense line (For meals, the details screen will allow you to enter alcohol details, if appropriate)
   • Only if required, select Yes to Receipts Missing and click Lost Receipt Form link
   • Select the Classification
   • As required, click the Itemize button
   • The remarks entered in the Notes field upon validation show in the Remarks (Optional) field and may be edited
3. Under the Business Allocations section, enter Business Allocations for the Expense Line amounts by completing:
   • Project
   • Task
   • Award
   • Expenditure Type
   • Percent – if splitting to more than one PTAE
   • Allocation Amount
   • Allocation Reason (required for multiple PTAs)
4. To split allocations for an expense line, click Add Allocation Line
   
   
   Note:  Split allocations require an explanation.
   
   
5. Complete the Non-reimbursable Lines in the same manner as above, if there are non-reimbursable charges
6. Click Continue

1. Under Lines section, select Expense Type



Note:  Everyone who submits any type of financial transaction must be familiar with the rules for allowability of costs in order to properly code transactions. For assistance, see Proper Coding of Allowable and Unallowable University Expenditures.


2. Enter dollar Amount for the expense line
3. If applicable, select Yes to Receipts Missing and click Lost / Missing Receipt Form link
4. Click Details Required button (as needed) to enter details about the expense line
   
   
   Notes:

   1. For air travel expense, you must enter valid airport codes (search options are available).
   2. If you are requesting Per Diem reimbursement for Meals and Hotels, you will be asked to identify the Country for each entry.


5. If applicable, select the appropriate country from the Select a Country pull down menu in the Foreign Expense Location section



Note:  If the expense relates to multiple foreign countries, select one of the applicable countries.


6. Enter Remarks if appropriate
7. Under Allocation section, enter the Project, Task, Award and Expenditure Type for the expense line
8. To split allocations for a line expense, click Add Allocation Line
   
   
   Note:  Split allocations require an explanation.
   
   
9. To add additional expense lines, click Add Expense Line
10. Click Continue
    
    
    Note:  The Expense Line information is saved.

1. Locate the appropriate advance to clear and enter the dollar amount to be cleared (this is the amount actually spent) in Clear Amount column.



Note 1:  Whether it is the full remaining amount of the advance or a partial amount, the amount you indicate to be cleared will be deducted from the reimbursement total.

Note 2:  If some of the advanced funds are unused, see How To: Return Unused Advance Funds.


2. Click Continue button when all appropriate advances have been cleared to go to the Approver routing screen.

An approver is required for each PTAE used. The iOU system will provide you with routing options.

Note:  The Approver should be someone who does not report to the Payee, directly or indirectly.

1. As required, click Add Line to add additional approvers. Select Approver or FYI for each individual added.
   
   
   Note:  One of the easiest and fastest ways to create an approval routing is to use the My Favorites feature. You can search for an approver by Project and Task by clicking on the Group icon.
   
   
2. As required, select an approver to designate a sequential or parallel routing Sequence Number
3. Enter Action Comments as needed
4. Click Continue when the approval routing is complete
   
   
   Note:  The approval routing is saved. The transaction is ready for you to review.

1. Click Edit for section(s) you wish to modify
2. Click Submit when all edits are complete

1. Click Print
   
   
   Note:  The Confirmation (bar code) page provides confirmation that the transaction has been successfully completed.

Note:  Backup documents are required for any line items $75 or more.

1. Gather copies of the documents that support your advance request if applicable
2. Place Confirmation (bar code) page on top of your backup documents
   
   
   Note:  The Confirmation (bar code) page must be page 1 of your fax.
   
   
3. Fax Confirmation page and backup documents to the designated fax number on the Confirmation (bar code) page
4. Check the transmission status of the outgoing fax. A status of OK confirms that the fax has been sent successfully.
5. Check Transaction Review page to confirm backup documents were attached
   
   
   Note:  Within minutes of sending the fax, the online images can be viewed in iOU.