Welcome to the SSCLES Financial Center
Reimbursement Process
All reimbursement materials need to be submitted to our Financial Officer:
Rosalinda Cortez: rcortez@stanford.edu
Documentation (a.k.a scans or screen shots) for general reimbursements must show proof of payment and detail of what was paid for.
*The only exception is for restaurants being paid out of the 2800 account
Documentation must include one or more of the following:
- Receipt
- Invoice with cancelled check or credit card statement
- Bank statements for debit card or check purchases
- If a check was used for payment, scan of both the front and the back of the check
- If a purchase was made with cash, please note that on the request ticket Cash invoice payments are subject to strict scrutiny. Large cash payments will require a bank statement showing cash withdrawal and payee's name.
If using a bank statement screen capture:
*Note: You can change your bank account's name so that it includes your name
If using a scanned check:
*Make sure to include bank statement
Mileage Reimbursements
To reimburse someone for the use of their gasoline and the depreciation of their vehicle on a organization trip, the following is required:
- Printed itinerary from Google Maps, Mapquest, etc that shows the total number of miles driven
- Multiply the total miles driven by the IRS Standard Mileage Rate ($0.55 per mile) to determine the maximum amount of the reimbursement
- Include the travel date(s)
Airfare Reimbursements
To reimburse someone for their airfare purchase(s) on behalf of your organization, the following is required:
- Printed itinerary showing passenger name, date of travel, and origin/destination
- Proof of Payment such as CC statement