How To:  Replenish Petty Cash in iOU

1. Go to https://ofweb.stanford.edu
2. Enter your SUNet ID and Password
3. Click SU iOU Public
4. Click Petty Cash tab

1. Select Yes to Are you sending backup documents
2. Complete Payment Handling information
3. Enter the Business Purpose
4. Click Continue

1. Under the Lines section, enter Receipt No
2. Enter dollar Amount for the expense line
3. Enter Payee
4. Enter Transaction Date
5. Enter Remarks if appropriate
6. Under the Allocation section, enter Project, Task, Award, and Expenditure Type for the expense line
7. To split allocations for a line expense, click Add Allocation Line
8. To add additional expense lines, click Add Expense Line
9. Click Continue

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

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

1. As required, click Add Line to add additional approvers. Select Approver or FYI for each individual added.
   
   
   Note:  One of the easiest and fastest ways to create an approval routing is to use the My Favorites feature. You can search for an approver by Project and Task by clicking on the Group icon.
   
   
2. As required, select an approver to designate a sequential or parallel routing Sequence Number
3. Enter Action Comments as needed
4. Click Continue when the approval routing is complete
   
   
   Note:  The approval routing is saved. The transaction is ready for you to review.

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

1. Click Print
   
   
   Note:  The Confirmation (bar code) page provides confirmation that the transaction has been successfully completed.

1. Gather copies of the documents that support your advance request if applicable
2. Place Confirmation (bar code) page on top of your backup documents
   
   
   Note:  The Confirmation (bar code) page must be page 1 of your fax.
   
   
3. Fax Confirmation page and backup documents to the designated fax number on the Confirmation (bar code) page
4. Check the transmission status of the outgoing fax. A status of OK confirms that the fax has been sent successfully.
5. Check Transaction Review page to confirm backup documents were attached
   
   
   Note:  Within minutes of sending the fax, the online images can be viewed in iOU.