Reimbursement and Financial Information Form

This form is intended for reimbursement requests and invoice submissions. If you are seeking a reimbursement, only the person incurring the expense may submit the form.

Please Note: All receipts must be submitted via this form within 10 days of purchase OR within 10 days after travel is completed. Expenses submitted more than 60 days after they were incurred will be reported as additional income to the individual, in accordance with Internal Revenue Service guidelines.

Receipts must include:

Date Incurred
Proof of Purchase
Total Amount Charged
Line Item Description

For more than 3 receipts:

Use this template to itemize your expenses: https://docs.google.com/spreadsheets/d/1egrUCi0Za7cDHWbwfPJOSMq9bkurYhHVp4CNA7CJ37g/copy
Upload each receipt as a separate file
Note that a total of 10 files is the upload limit
Attach or share the Google Sheet link in comments

For Foreign Transactions:

Please use https://www1.oanda.com/currency/converter/ to find the corresponding USD rate for the expense date

Your Affiliation

Stanford Affiliation*

Select

If you are unsure of your affiliation, please contact King Center administrative staff before submitting this form.

Who approved this request?*

Add name of faculty advisor or supervisor

Personal Information

First Name*

Last Name*

Email Address*

Reimbursement Information

Payment Type*

Select or enter value

Supplier/Vendor*

PO Number*

Funding Source*

Select or enter value

Respondent Reported Reimbursement Amount*

WHEN did the activity happen?*

For multi-day activities, please provide the date range.

WHAT is the activity?*

Provide a brief description by explaining the activity or circumstance that gave rise to the expense.

If you attended a conference, please provide a link to the conference website.

WHERE did the activity happen?*

Provide the location of the activity -- i.e., to/from destinations, restaurant name and address, city, or other appropriate information.

How many people participated in the activity?

This question only applies if you made a purchase for a group (please include yourself in the total number).

WHO was involved in the activity?*

Please list the name of each participant. Note if the person was a student, faculty/staff, or visitor.

If the number of participants is between 6 and 25 people, please attach a participant list with names and titles in the File Upload section.

For events larger than 25 people, no list is needed.

WHY did you have the activity?*

Specifically, how did this expense benefit Stanford?

Uploading Receipts/Documents

Expenses submitted more than 60 days after they were incurred will be reported for reimbursement or processing as additional income to the individual in accordance with Internal Revenue Service guidelines.

Receipts must include:

Date Incurred
Proof of Purchase
Total Amount Charged
Line Item Description

Invoice must include PO number

File Upload*

Drag and drop files here or

Comments

If you have difficulties with this form or you have questions, please contact kingcenter@stanford.edu.

Payment information and additional comments

Please indicate the program budget or PTA for this expense and include any additional information or comments here.

Send me a copy of my responses

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