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How To:  Create Foreign Expense Report for an SU Payee

Before You Start

Foreign Expense Reports are used to report business and travel expenses (including Travel Card and receipt-based or out-of-pocket expenses) for the purpose of expense approval, and the allocation of expenses to the appropriate Project, Task, Award, and Expenditure Type (PTAE). A foreign expense report may also result in a reimbursement to the Payee for eligible out-of-pocket expenses.

  • Use of Stanford Travel for travel booking is expected. Learn about all of its offerings.
  • All expenses for a trip or that pertain to a single business purpose should be included in one expense report.
  • Create and save your Preferences before entering your first expense report: General preferences, frequently used Allocations, customized Approver information and Events.
    • Applying a Foreign Event to a Foreign Expense Report is mandatory.
  • Collect all receipts for a trip or that pertain to one business purpose, organize them by TCard or Cash, and by expense type, then scan and save them on your computer's desktop. You may upload them as soon as you are ready to submit the expense report. You may also fax receipts and supporting documents if desired.
    • Create individual files for all Airfare, Conference Registration and Lodging receipts, as these will need to be attached individually to the corresponding line in the expense report.
    • All other receipts and supporting documents can be scanned into a single file if desired.
  • If an expense has been pre-approved, obtain supporting documentation from the Pre-Approver (which must be attached to the transaction), and add the Pre-Approver to the Approver Routing List.
  • If a Stanford Travel Card (TCard) was used, the TCard verifier must be the preparer of the expense report.
  • You may organize all your Cash and Personal Credit Card expenses in an Excel spreadsheet, and copy and paste into an expense report in the Expense Requests system. See How To: Copy and Paste Expense Lines from Excel for instructions and downloadable Excel templates.

To create a new expense report for an SU Payee (Stanford University student, faculty, staff, or emeritus still on payroll), follow these steps:

Expand / Collapse All

click to show more/lessStep 4 – Select Travel Card Transactions on Travel Card Transactions Screen When Applicable

All expenses for a trip or that pertain to a single business purpose should be included in one expense report.

bullet iconStep 5 – Enter Travel Card Expense Information and Details on Travel Card Expenses Screen When Applicable

  1. Identify any fully personal transactions (when applicable):
    • Select the checkbox for each fully personal transaction
    • Click Categorize as Personal button
      The fully personal transactions will be listed as personal expenses.
  2. Select expense types that apply to your expenses to see customized instructions:
Adjusted Per Diem
Airfare – Foreign and Domestic
Ancillary Airline Fee
Business Meal
Business Meal with Alcohol
Car Rental
Conference Registration
Gifts – Foreign Activity
Human Subject Incentive
Lodging – Foreign and Domestic
Membership Dues
Miscellaneous – Foreign
Other Transportation
STAP – Foreign
Subscriptions – Foreign
Travel Meal – Single Meal
Travel Meal – Single Meal with Alcohol
Travel Meals – Daily Total
Travel Meals – Daily Total with Alcohol

bullet iconStep 6 – Enter Cash or Personal Credit Card Expenses on Transaction Lines Screen

On the Transaction Lines screen, note the three available tabs:

  • Transaction Lines – use this tab to report cash and personal credit card expenses
  • Per Diem Expenses – use this tab to report Per Diem expense
    • Use Adjusted Per Diem expense type for special circumstances, such as applying a rate lower than the government rate, travel lasting more than 30 days in one location, etc.)
    • Sponsored awards must use Per Diem options for Stanford travelers.
  • Mileage Expenses – use this tab to report Mileage expenses

Be sure you are on the tab appropriate for the expenses being reported.

Start with step d for each expense type if you are pasting expense lines from Excel. See How To: Copy and Paste Expense Lines from Excel for instructions and downloadable Excel templates.

Select expense types that apply to your expenses to see customized instructions:

Transaction Lines
Adjusted Per Diem
Airfare – Foreign and Domestic
Ancillary Airline Fee
Business Meal
Business Meal with Alcohol
Car Rental
Conference Registration
Gifts – Foreign Activity
Human Subject Incentive
Lodging – Foreign and Domestic
Membership Dues
Miscellaneous – Foreign
Other Transportation
STAP – Foreign
Subscriptions – Foreign
Travel Meal – Single Meal
Travel Meal – Single Meal with Alcohol
Travel Meals – Daily Total
Travel Meals – Daily Total with Alcohol
Per Diem Expenses
Lodging
Meals
Mileage Expenses
Mileage


bullet iconStep 7 – Allocate to PTAEs on Allocations and Approvers Screen

Designate PTAEs using any combination of these 3 options:

Manually Enter PTAEs

Apply My Allocations Preferences

Update / Split Allocations


bullet iconStep 8 – Designate Approvers on Allocations and Approvers Screen

Designate approver(s) using any combination of these 3 options:

Apply My Approvers Preferences

Populate Default Approver(s)

Manually Add Approver(s) / FYI Recipient(s) / Pre-Approvers


bullet iconStep 9 – Apply Advance (if applicable)

The Advance step will appear in the workflow train if the payee has an advance waiting to be applied to an expense report. You may apply advance funds or skip this step if the outstanding advance does not apply to this expense report.

Apply Advance

Do Not Apply Advance


bullet iconStep 10 – Attach Receipts / Backup Documents

All expense reports must include receipts and other supporting documentation.

If an expense has been pre-approved, supporting documentation must be obtained from the Pre-Approver and attached to the expense line or to the transaction.

Important:  Expense reports must have attachments uploaded to the line for Airfare, Lodging, and Conference Registration.

click to see demo See Attach / View Receipts Demo (screenshots to be updated)

Upload Attachments Directly to a Line on the Review Page

Upload Attachments to the Transaction Using Attach/View Receipts

Fax Attachments

click to see demo See Fax Attachments Demo (screenshots to be updated)


 

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