On April 3, a campus-wide rollout of the new iOU system began. iOU, a custom reimbursement system developed to meet Stanford's unique needs, includes four main modules that are used to initiate reimbursement transactions, manage cash advances, request other checks, and replenish petty cash. iOU was designed with and named by Focus Group members representing schools and departments from across the University. As of April 10, more than 650 users have attended training and/or passed the required online test to gain access to iOU.
Business Process Changes
With the rollout of iOU, users will no longer create reimbursement requests in iProcurement. iProcurement will continue to be used for standard, rapid purchase order (RPO), and campus wide agreement (CWA) requisitions.
Another change involves the online imaging of receipts. As part of each transaction submitted, users will print a bar code generated by the iOU system and fax it along with their receipts. No special software or hardware is required, existing fax machines can be used. By faxing the bar code and receipts, they are electronically attached to the iOU transaction record and can be accessed through iOU at any time by the originator or authorized approver. This means no more green envelopes! In fact, once the original receipts are stored online, the University no longer requires you to keep the paper receipts. Originators may choose to retain receipts until they verify online that payment has been received. As always, individual departments may choose to establish their own policies around record retention.
New Features and Benefits
The iOU system has many new features and benefits which include:
- Improved data access security. Access is limited to originators, approvers, and individuals with reporting authority.
- Improved visibility of transaction details, transaction history, and workflow processing.
- Greatly improved management of advances.
- Visibility of back-up documents during the approval process due to online imaging of receipts.
- Use of "Favorites" for frequently used charge account (PTA) and routing lists. This is a great time saver. Favorite PTA accounts and routing lists established by PCard users will be available in iOU!
- Approvers with access to iOU, can edit or return requests to the originator with comments. However, access to iOU is not required to approve iOU transactions using Oracle Workflow Notifications.
- Robust search capability and new reports.
- New tools (i.e., alcohol tax and tip, per diem, and mileage rate calculation, authorized approver lookup, and copy existing transaction).
- Customer focused processing model within the T&R Department. iOU transactions will be automatically routed to designated T&R teams promoting a better understanding of departments needs.
In addition to these improvements, the new iOU system has greatly improved usability with more than 50 percent reduction in the number of screens, number of mouse clicks, and total elapsed transaction time for entering reimbursement requests.
Available Training
A variety of learning resources have been developed to support the rollout and individual learning preferences. The enhanced iOU training program includes instructor-led training sessions, online tutorials including transaction demonstrations, online and print access to the iOU User Guide with step-by-step procedures, and links from the Help icon on the iOU screens that are linked to the relevant section of the User Guide.
The feedback from new users has been very positive. For more information about training and how to get access to this great new system, go to:
