Financial Webforms for AAH-Affiliates

Use this form to submit receipts for expenses charged to Faculty or Department purchasing cards (PCards) that are processed/cleared by the Finance Associate. 

• PCards may only be used for purchases whose combined value (including all items, tax, and shipping) is less than $4,500.00.
• PCards may not be used for any personal purchases, travel-related expenses including ground transportation, payments through PayPal or Ebay, or payments to vendors for professional services.

Note: PCard users in violation of Stanford financial policy will be responsible for writing a check to Stanford University to clear any out-of-policy transactions. For purchases whose value equals or exceeds $4,500.00 or to pay for professional services, please use the Payments for Services or Goods Form webform to arrange for the Department to purchase the items on your behalf.

PCard Receipts Webform

Use this form if you are a Stanford affiliate and want to:

• Arrange the setup of a supplier profile in Stanford's Procurement system in advance of future services to be rendered. Advance setup of supplier profiles reduces the time required to receive payment after services are rendered.
• Pre-authorize funding in the form of a Purchase Order for future or ongoing services. Pre-authorizing funding reduces the time required for suppliers to receive payment after services are rendered.
• Pay an invoice for services already rendered.

Note: This form is required for all payments for professional services or for purchases exceeding $4,500 in value. 

Payments for Services or Goods Webform

Use this form to arrange an honorarium payment to a guest speaker or guest critic. Honoraria will not be paid sooner than the date of the guest's visit; however, the department recommends submitting your honoraria payment request as soon as the engagement is confirmed. Delays in submitting your request will result in payment delays for the services.

Before submitting a webform, please confirm funding and PTA with the appropriate department staff and gather the following information from the guest:

• Full Legal Name
• Email Address
• Legal Address
• Citizenship. Foreign speakers visiting the U.S. must be visiting on a  J-1, B-1, or WB visa, OR request a visa waiver (ESTA) to receive honoraria from the University. Visas are not required if the guest is speaking remotely from a foreign location. 
• For remote guests: the country the guest will be speaking from.
• Preferred Payment Method:
  • Mailed Check 
  • Electronic/ACH Deposit
  • Foreign Wire (recommended for foreign speakers), incurs an additional $35 fee that will be allocated against your available funding. 

Additional considerations:

• The federal government requires the University to withhold 30% of any honoraria payment when the payee does not have an Individual Tax Identification Number (ITIN) or Social Security Number (SSN). If a foreign payee has an ITIN or SSN, they will also be required to claim their country's tax treaty through the appropriate IRS forms in order to avoid the 30% withholding.
• The Department does not permit "topping" up honoraria to account for tax withholding.

For additional information, please refer to Stanford's Administrative Guide, Chapter 5.3.6 Payments to Nonemployees, Section 5. Foreign Visitors.

Guest Honorarium Request Webform

Use this form for:

• All reimbursement requests for expenses benefiting a Stanford-affiliate, including travel or other miscellaneous expenses (books, office supplies, image rights, etc.)
• Clearing all travel card expenses benefiting a Stanford-affiliate.

Note: Stanford Financial policy prohibits the payment of services through reimbursement. To arrange for the Department to pay for services on behalf of Stanford University, please use the Payments for Services or Goods Form. 

Travel and/or Reimbursement Webform

Use this form for:

•   All travel reimbursement requests for expenses benefiting a non-Stanford affiliated guest, including a guest speaker or a guest critic.
•   Clearing all travel card expenses benefiting a non-Stanford affiliated guest.

Guest Travel Expenses Webform

Please use the Departmental Deposits form for deposits to department PTAs. Examples of deposits include reimbursements for broken lab equipment, lab fees, reimbursements for personal expenses, etc. Please note that gifts and any related inquiries should be routed to Lisa Boissier.

Note: After submitting this form, please turn in any cash, checks, and/or money orders to Amanda Sparling, Finance Associate, Room 107 (Front Office at McMurtry)

Departmental Deposits Webform

The Fedex Receipts Form is designed to be used by Department Faculty and Staff who have been granted access to Stanford's Corporate Fedex Accounts. Details about each shipment are to be recorded in a webform entry after the shipment has been arranged. A copy of the shipment receipt generated by Fedex must be included in each web submission.

Fedex Receipts Webform