Expenditure Management

Expenditure management best practices include an understanding of funding restrictions, the compliance with University and H&S policies, timely transaction processing and oversight, and often an insight of your organization's strategic plan.

Related Resources

A one page reference to the Budget Planning System (BPS) modules

Instructions and links to running reports following fiscal year-end close and at the start of the new fiscal year.
The School of Humanities and Sciences Finance Office encourages all management to review your outstanding PCard, TCard, Advance, and Expense Request transactions on a monthly basis and to take what actions you can to keep up-to-date with these transactions. This job aid provides best practices and highlights specific policies in the Stanford University Admin Guide that govern aging P-Card, T-Card, out of pocket, and Advance transactions. Topics include the Aging Review Process, SU Card Management, and Q&A.
Definition of Operations, including examples, to assist department administrators in developing operating budgets and to maintain consistency and comparability throughout the School.
Please use this form when you know that you may exceed University guidelines for meals or events to obtain pre-approval and avoid having the transaction rejected.
To help you find reports in Oracle Business Intelligence (OBI) that provide you with the final fiscal year end balances in your awards. Faculty salary reports are also available and allow you to ensure that cost-sharing obligations were met, sabbatical charges were directed to the correct PTA and any supplemental salary payments to faculty in your area were received.
A financial reporting job aid providing brief notes on selected financial reports recommended for answering the questions, "How have we been doing?", "How are we doing?", and "How do we think we will be doing?".
When considering purchasing gift cards for employees and students, the benefit to community building vs. the constrained financial environment in which Stanford is operating should be considered. Gift cards should be issued only occasionally and always in support of an identified academic purpose.
A suite of on-demand, customized BI reports to support annual business processes.
Slides from the Finance seminars held in the Fall 2018. The initial sessions provided a broad overview of the considerations when initiating a financial analysis and report.
Slides from the Finance seminars held in the Spring 2019. These sessions provided an overview of creating a midyear financial forecast.
Instructions and links to OBI report customizations for the OBI RFM Fund Trend and OBI CER Expenditure Trend reports.
H&S utilizes a standard set of Operating Budget projects for managing finances at the School level and to assist department and program administrators in managing the operations of their unit.