How To:  Initiate Check Request in iOU

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

* The Honoraria category is used for direct "token" payments made to non-Stanford employees, usually for speaking at a conference or forum.
* The Human Subjects category is used for direct payment to human subject participants.

1. Select Honoraria or Human Subjects request category from drop-down list
2. Answer the question Are you sending backup documents?
3. Enter Payee name
4. Select payee's Non-Resident Alien status, if applicable
5. If the request is for Honoraria to an individual or organization other than the payee, click Add Line. Enter the information for Name, Classification, and Non-Resident Alien status. Repeat if there are more entries.
6. Enter Payment Handling information
7. Enter Business Purpose
   
   
   IMPORTANT NOTES: 

   • 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.
   • If the check is for payments to human subjects, it is extremely important that the subject's name NOT be included in the first 30 characters of the business purpose. It is recommended that the statement of business purpose be generic, i.e., "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 requisition, but can be referred to by a protocol number or other study identifying number.
   
   
8. Enter Start Date
9. Enter End Date
10. Select Yes or No: "Was the expense incurred outside of the US?"




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.



11. Select payee's California Resident status
12. Select Services Performed In location
13. Indicate if Documents (are) to be enclosed with check
14. Select Payment Handling option if you require special handling by Travel and Reimbursements
15. Select Additional Handling option if desired
16. Click Continue

* The Conference Registration category is used for payment directly to a conference.
* The Miscellaneous – Employee Training category is used for payment directly to an organization for an employee's training. This may include actual training or the materials necessary for the training.

1. Select Conference Registration or Miscellaneous – Employee Training request category from drop-down list
2. Answer the question Are you sending backup documents?
3. Enter Payee name
4. Answer the question Any portion to STAP?
5. If it appears, select the payee's Non-Resident Alien status
6. If there were other conference attendees or employees trained, click Add Line. Enter information for Name, Classification, and Non-Resident Alien status. Repeat if there are more entries.
7. Enter Payment Handling information
8. Enter Business Purpose
9. Enter Start Date
10. Enter End Date
11. Select Yes or No: "Was the expense incurred outside of the US?"




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.



12. Click Continue

* Dues & Subscriptions, used for payments directly to an organization for publications or dues to professional organizations.
* Miscellaneous – Gifts, used for direct payment for purchase of a gift.
* Miscellaneous – Moving & Temporary Living, used for direct payment of interview or moving expenses related to hiring a new employee.
* Miscellaneous – Other, used for items eligible for payment but not covered by any other category.
* Miscellaneous – Postage, used for payments made directly to the U.S. Postal Service for items such as stamps or adding funding to postage meters.
* Miscellaneous – Refund, used for payments made directly to a payee to refund all or a portion of a payment to the University.
* Miscellaneous – Tuition Grant Program, used to pay tuition for the children of SU employees.
* Royalties, used for direct payment to recipients of royalties from Stanford Press and the Office of Technology Licensing.

1. Select a request category from drop-down list
2. Answer the question Are you sending backup documents?
3. Enter Payee name
4. If it appears, select the payee's Non-Resident Alien status
5. In most of these "other" payment requests, additional information is required such as the employee for whom the moving expenses were incurred. For each of them, click Add Line and enter information on Name, Classification, and Non-Resident Alien status.
6. Enter Payment Handling information
7. Enter Business Purpose
8. Enter Start Date
9. Enter End Date
10. Select Yes or No: "Was the expense incurred outside of the US?"




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.



11. Click Continue

1. If one is set up and it applies to this request, select a Default Allocation Favorite
2. Enter Amount
3. Indicate if Receipt (is) Missing


4. 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.


5. Enter Remarks (optional)
6. Enter the Project and tab out
7. Enter Task if the system does not provide the correct task
8. Enter Award if the system does not provide the correct award
9. Enter Expenditure Type
10. Enter either Percent or Allocation Amount if the charge is to be allocated to multiple PTAs
11. Enter Expenditure Item Date if it is not the date entered by the system
12. Enter the Allocation Reason if the expense is charged to multiple PTAs
13. Click Add Allocation Line button if more PTAs need to be entered. Repeat until all of the PTAs are entered.
14. Click Add Expense Line button if more line items need to be added. Repeat charging instructions for each.
15. Click Continue

1. Click Add Payee if needed
2. Click Edit General Info or Edit Expense Line button to change previous entries
3. Click Add Payee if requesting multiple checks
4. Click Continue

1. If one is set up, select a routing list from Apply Favorite list
2. If you have the authority to approve the request and do not wish to add additional approvers, click Continue

1. If one is set up, select a routing list from Apply Favorite list
2. Click Add Line to add an approver
3. Change the Sequence Number if desired
4. Click Search for Approver by Project and Task icon
5. Enter Project
6. Enter Task
7. Click Go
8. Click the radio button for the name to be entered
9. Click Select
10. Repeat if other projects and tasks are charged
11. Click Continue

1. If one is set up, select a routing list from Apply Favorite list
2. Click Add Line to add an approver
3. Change the Sequence Number if desired
4. Enter the Full Name or part of the last name and tab out
5. Click the radio button for the name to be entered
6. Click Select
7. Repeat for additional approvers

1. Review the information on Transaction Review screen
2. Click the appropriate Edit button if changes are required
3. Click Submit

1. Print Confirmation page
2. Use the Confirmation page as a cover sheet and fax the receipts and other backup documents to the number given on the Confirmation page. Skip this step if there are no backup documents.
3. Click Return to Portal