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How To:  Create a Relocation Expense Report

Before You Start

All transactions related to an employee's relocation should be included in one expense report. Policy on relocation is available in Administrative Guide 2.1.19: Relocation of Faculty and Staff.

  • Use of Stanford Travel for travel booking is expected. Learn about all of its offerings.
  • It is recommended that you create and save your Preferences before entering your first expense report: General preferences, frequently used Allocations, customized Approver information and Events.
  • Collect all receipts for a trip or that pertain to one business purpose, organize them by Travel Card 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 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.
  • 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.

Notes:

  1. If a Stanford Travel Card (TCard) was used, the TCard verifier must be the preparer for the expense report.
  2. The person being relocated, if already an employee, must be entered as the Payee.
  3. If you need to reimburse someone who is not yet an employee for out-of-pocket expenses, create a Non-SU Payee Expense Report. See How To: Create Domestic / Foreign Expense Report for Non-SU Payee.

Expand / Collapse All

click to show moreStep 4 – Select Travel Card Transactions on Travel Card Transactions Screen When Applicable

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:
Ancillary Airline Fee
Automobile Shipment
Gas
House Hunting
Lodging
Meals
Miscellaneous
Moving Company
Moving Supplies
Other Transportation
Relocation Airfare
Relocation Car Rental
Shipping Personal Household Items
Storage
Temporary Living Expense
Truck Rental

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

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
Ancillary Airline Fee
Automobile Shipment
Gas
House Hunting
Lodging
Meals
Miscellaneous
Moving Company
Moving Supplies
Other Transportation
Relocation Airfare
Relocation Car Rental
Shipping Personal Household Items
Storage
Temporary Living Expense
Truck Rental
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)


 

What's Next?

 

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