iOU Application Tips


Allocation Reason (required for multiple PTAEs)

When charging an expense to more than charge account (PTAE), be sure to explain the method or rationale used to allocate expenses across multiple PTAEs. Example: Both projects benefited equally from this travel.

 

 

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Business Purpose

 

 

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Deduct Future Reimbursement

If you select this option, the traveler (payee) must be a frequent traveler. Amounts owed to Stanford by the traveler (payee) will be deducted from a future expense report / reimbursement request. If traveler is not a frequent traveler, please select Mail Check.

 

 

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Departure and Destination Information

To track carbon footprint, departure and destination information must be recorded using valid airport codes. If you purchased airfare using a Stanford Travel Card, this information may be entered for you if included in the merchant data that was sent from the bank. Otherwise, type in the code or click the flashlight next to the field to search for a code. To narrow your search, type in country or city and state in the search criteria box. Select from the list of values in the table.


Notes:

If you do not find an airport code for your departure or destination city, please contact the Financial Support Center (3-2772)to request that the code be added to the airport code table in iOU. You will not be able to complete the expense report until notified that the code has been added to the table. To contact the Financial Support Center (3-2772).

 

 

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Details from Merchant

Details from Merchant will display any information sent with the transaction. Please use the information as reference only because, as noted, the information "may not be accurate." For example, the airline information provided in this section could reference incorrect dates associated with a destination code.

 

 

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Dispute Note

If you have any notes regarding the dispute and how it was resolved, you can enter them in the Dispute Note field. This is an optional field.

 

 

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Dispute Resolved

Update this field when the dispute has been resolved. You may update the notes in the Dispute Note field. If there was an offsetting credit for the dispute, it will show in the Related Credit Transaction ID field. If the disputed charge is a bona-fide travel expense and, therefore, no associated credit transaction, nothing will show in the Related Credit Transaction ID field.

 

 

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Documentation to Be Mailed with Check

If you have a form, letter, or other documentation to be mailed to the payee with the check, you must request that the check be returned to you by Mail (select Alternate Address from Delivery Option) or Will Call pick up so you can forward to the payee. T&R (Travel and Reimbursement) will not accept nor forward documentation to a payee.


Note:  Descriptions on the remittance advice portion of the check will contain the first 80 characters from the iOU business purpose, so memberships, dues and subscriptions can be identified by the recipient by placing the name, membership number, account number and other identifying information at the beginning of the business purpose. If you have questions, contact the Financial Support Center (3-2772).

 

 

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Employee to Clear Advance

 

 

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Expected Clearing Date

This is an optional field. Complete this field when you do not expect to submit an expense report within 30 days of the transaction date. Oracle Financials will then use the expected clearing date to begin sending alerts for transactions not associated with an expense report. When this field is left blank, Oracle Financials will automatically begin sending alerts 30 days after the transaction.

 

 

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Expenditure Item Date

The Expenditure Item Date defaults to the current date. Update the date in these circumstances:

 

 

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Foreign Drafts

A foreign draft is a bill of exchange that is drawn in one country and made payable in another. A foreign draft is done when the amount of the payment is low and when the payee's country has good mail services or FedEx type delivery services. With a foreign draft, funds are sent from Stanford's bank to a bank in the foreign country. The draft is then mailed to the payee. When the draft is presented for payment, it must only "clear" within the foreign country.

Scenario 1
You want to reimburse in a foreign currency purchased with a fixed amount of US dollars. For example, Stanford agreed to pay a visiting speaker $1,500 USD. However, the payee wishes to be paid in Euros.

Currency to be paid = Euros
USD / Foreign = USD
Currency Amount = $1,500.00 USD
Department Expense Incurred = $1,500 USD

Scenario 2
You want to reimburse a fixed amount in a foreign currency. Purchase of the foreign currency will be in US dollars. Expenses incurred by the department will vary slightly from the expense report USD amount, due to the foreign currency exchange rate fluctuations. For example, the payee incurred expenses in Euros and wants to be reimbursed in Euros.

Currency to be paid = Euros
USD / Foreign = USD
Currency Amount = $1,300.00 Euros
Department Expense Incurred is approximately $1,500 USD depending upon the exchange rate.

Scenario 3
You want to reimburse with a foreign draft paid in USD.

Currency to be paid = USD
USD / Foreign = USD
Currency Amount = $1,300.00

Use the Oanda web site to convert foreign currency to USD in the expense report.

 

 

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Incidental Expenses

Federal Travel Regulation, under Per Diem Allowance, provides examples of Incidental Expenses as fees and tips given to porters, baggage carriers, bellhops, and hotel maids.

 

 

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Instructions for Mailing Checks

  1. Print the first page of this screen (Transaction Review screen) and
  2. Send the print out and the check to:

    Disbursements – iOU Checks
    MC 8440
    3145 Porter Drive,
    Palo Alto, CA 94304

 

 

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Payment Handling Information

Standard vs. Rush Processing

Note:  Processing time does not include delivery time, e.g., the time it takes for delivery via U.S. Mail.

 

 

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Payment Delivery Options

If payment is a check, it can be:

If payment is requested for Will Call pickup (Rush only):

 

 

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Payment Types

Payment types include direct deposits, ACH, wires, checks, and foreign drafts. If employees have elected direct deposit for payroll, the default payment type in iOU will be direct deposit. A check will be issued only by requesting a new payee site.


For foreign drafts, T&R (Travel and Reimbursement) will order a bank draft in the currency designated on the request. For more information, see Foreign Drafts above.


ACH and wire transfers are methods of electronically transferring funds.

For additional information about ACH and wires, see How To: Request an Outgoing Wire Transfer or ACH Payment.

 

 

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Reimbursing or Paying on Behalf of a Non-resident Alien Visitor

Non-Resident Alien Information

Reimbursements

If reimbursing or paying on behalf of a non-resident alien visitor, include the following with the transaction backup documentation:

These requirements apply even when not paying the non-resident alien directly.


Example:  Payment made directly to a hotel for a visitor's lodging.

Other Checks

Create Honoraria payments in Other Checks. Include the above documents plus the following with the transaction backup documentation:

For further information related to payments to foreign visitors, see Overview: Inviting and Paying Foreign Visitors.


For further information regarding treaties, see How To: Claim Tax Treaty for Salary Payments.

 

 

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Related Disputed Transaction

When validating a credit transaction, you will select the disputed Transaction ID from the drop down menu. Credits that offset disputed transactions should be validated prior to validating the disputed item, so the cross-reference link can be created.

 

 

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Related Credit Transaction ID

This is a cross-reference field. When you validated the credit, you entered the related Transaction ID (the original disputed transaction). Therefore, when the disputed transaction is validated, the Related Credit Transaction ID is shown. If the disputed charge is a bona-fide travel expense and, therefore, no associated credit transaction, nothing will show in this field.

 

 

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Report Dispute to

The most common reason to dispute a transaction is suspected merchant error. Most disputes can be resolved by contacting the merchant. If the dispute is readily resolved by the merchant, there is no need to contact JPMorgan or Stanford Travel Administration (see below). You will see when a transaction has been resolved by the merchant when you see the credit in the "Validate Travel Card Charges" in the Travel Card module of iOU.


If you feel the issue may not be resolved in a timely manner, or if you are nearing the 60-day cutoff for reporting disputes to JPMorgan, contact JPMorgan Customer Service.


Transactions should be immediately disputed with JPMorgan when you suspect fraudulent activity due to a lost or stolen card or account number.


Lost or stolen Stanford Travel MasterCards should be reported immediately:

The same procedure should be used to report any suspected fraudulent activity on the card.

 

 

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Travel Outside 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. This value will trigger a country value to be requested for each detail line of the reimbursement.

 

 

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Foreign Expense Location Form

Under Development

 

 

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Expense Incurred Outside US / Services Performed In

United States includes the 50 states, DC, Commonwealths of Puerto Rico, Northern Mariana Islands; Guam, American Samoa and the US Virgin Islands. If Yes, the value for Services Performed In defaults to Outside US and cannot be changed.


This information is used to report foreign travel for US regulatory reporting purposes.

 

 

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Taxes Associated with Personal Services, Rents and Royalties

Payments made for personal services (including honorarium payments), rents, and royalties paid to a non-California resident for services performed in California are subject to 7% withholding on a payment (or payments) totaling $1,500 or more in a calendar year.

 

 

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Validator Notes

Since you can sort by this field, using a standard format in this field will provide a better result. Your department may have a prescribed format. If not, follow this suggested format: traveler's name (last then first) or the traveler's initials; the type of expense; the destination; and either the date of the trip or the date of the transaction. This format allows you to sort by traveler's last name or initials.

 

 

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Zip Code

If the address is Stanford, CA, or if the Mail Stop is filled in, the last four digits of the zip code are required. The last four digits of the zip code for Stanford is the Mail Stop code, and these digits are used by the US Postal Service to identify the delivery address.

 

 

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