Quick Steps: Enter Reimbursement Request in iOU

Who does this?  Stanford staff with access to the iOU system

When?  Stanford faculty, staff, students, or visitors incur personal expense in support of University business and request reimbursement

How?  Reimbursement requests are processed using the Reimbursement module of Stanford's online iOU System. The transaction originator may or may not be the person requesting reimbursement. Reimbursement requests must be approved by an authorized approver other than the originator.

 

Enter Reimbursement Request in iOU (10 steps)

Launch Oracle applications:

1. https://ofweb.stanford.edu.
2. Enter your SUNet ID and password.

Note:  Getting Access to iOU [link]

Select responsibility SU iOU Public.

From iOU home page, click Reimbursement tab.

From General Information screen:

1. Select Reimbursement Category from the pull down menu.
2. Select Yes to Are you sending backup documents.
3. Enter all or part of the Payee name.
4. From the Search and Select: Payee pop-up window, locate and select payee name and correct payee site.



Note:  Add new payee and/or site to list if necessary.


5. Click Select button to close the pop-up window
6. Some reimbursement categories will prompt: Any portion to STAP? Default is no
7. Optionally, click Add Lines button to add other persons involved in incurring the expense other than Payee
8. Enter your Business Purpose
9. Enter Start Date (or use calendar tool)
10. Enter End Date (or use calendar tool)
11. Select Yes or No for Foreign Travel (applicable only to certain categories)
12. Click Continue button



Note:  General Information is saved and a transaction number is assigned.

From Expense Lines screen:

1. Under Lines section, select Expense Type.
2. Enter dollar Amount for the expense line.
3. Select Yes or No to Pay Corp Credit Card.
4. As required, select Yes to Receipts Missing and click Lost Receipt Form link.
5. Click Details Required button (as needed) to enter details about the expense line.
6. Enter Remarks if appropriate.
7. Under Allocation section, enter the Project, Task, Award and Expenditure Type for the expense line.
8. To split allocations for a line expense, click Add Allocation Line button.



Note:  Split allocations require an explanation.


9. To add additional expense lines, click Add Expense Line button.
10. Click Continue button.



Note:  The Expense Line information is saved.

If the Payee of the request has an outstanding advance, at this point you will be prompted to clear one or more advances.

Note:  This may be the full remaining amount of the advance or a partial amount. The total amount cleared will be deducted from the reimbursement total.

From Advance Clearing screen:

1. Locate the appropriate advance to clear and enter the dollar amount to be cleared in Clear Amount column.
2. Click Continue button when all appropriate advances have been cleared to go to the Approver routing screen.

The iOU system will provide you with routing options. An approver is required for each PTAE used.

Note:  Oracle assigns the Approver for you based on the PTA authority set-up. Additional approvers can be added.

From Approver Routing screen:

1. As required, click Add Line button to add additional approvers. Select Approver or FYI for each individual added.



Note:  The Approver should be someone who does not report to the Payee, directly or indirectly.


2. As required, select an approver to designate a sequential or parallel routing Sequence Number.



Note:  One of the easiest and fastest ways to create an approval routing is to use the My Favorites feature.


3. Enter Action Comments as needed.
4. Click Continue button when the approval routing is complete.



Note:  One of the easiest and fastest ways to create an approval routing is to use the My Favorites feature.

From Transaction Review screen:

1. Click Edit button for the section(s) you wish to modify.
2. Click Submit button when all edits are complete.

The Confirmation page (also called the Barcode page) provides confirmation that the transaction has been successfully completed.

1. Print a copy of the Confirmation (Barcode) page.

To attach backup documents to your iOU travel advance transaction:

Note:  Backup documents are required for Travel Reimbursements greater than $75

1. Gather copies of the receipts that support your reimbursement request.
2. Place the Confirmation (Barcode) page on top of your backup documents.



Note:  The Confirmation (Barcode) page must be page 1 of your fax.


3. Fax the confirmation page and backup documents to the designated fax number on the Confirmation (Barcode) page.
4. Check the transmission status of the outgoing fax. A status of OK confirms that the fax has been sent successfully.
5. Optionally, view the online images in iOU.



Note:  Within minutes of sending the fax, the online images can be viewed in iOU.

 

Additional notes

• Reimbursement receipts and back up documents are electronically attached to iOU transactions using a standard fax machine.
• Transactions requiring backup documents will not be routed to an approver until documents have been faxed in and electronically attached. If the backup documents are not received and the originator has indicated that backup documents will be attached, the iOU system will send an email within 24 hours indicating that documents have not been received.
• The barcode sheet can be reprinted in the future to fax additional documents if necessary. To reprint the bar code page, click the “Reprint Barcode” button on the bottom section of the Transaction Review page.

Want more information?

• Detailed field descriptions, policy information and instructions are available in the iOU Online User Guide.
• For additional training register for FIN-0460: iOU Reimbursements & Advances in STARS (Stanford Training and Registration System).