Reimbursements

1. Step by Step Workday Expense video titled “Create and Submit a reimbursement Expense Report.”
2. Additional training can be self-assigned via HealthStream catalog. The course titled is “Stanford Medicine Workday Expense Management Course” Course Details (healthstream.com.
3. Reimbursement Step-by-Step Guideline and FAQ

All expenditures require a valid Stanford business purpose that provides justification for the expense & sufficiently addresses all elements of WHO, WHAT, WHEN, WHERE & WHY. The business purpose should contain sufficient information about the activity & why it was a permissible request so that someone outside the department reading it at some future time would understand and not question it.

• House staff must be in possession of a valid Doctor of Medicine (MD) or Doctor of Osteopathic Medicine (DO) Postgraduate Training License (PTL) or Physician’s & Surgeon’s (P&S) License throughout their training, except:
• New trainees with P&S and/or PTL licenses who have 180 days after beginning an ACGME/board-approved postgraduate program.
• Trainees entering a non-ACGME program do not have the 180 day grace period to obtain their CA Medical License.
• PTL licenses will have an active/valid status if issued on or after January 1, 2020, for a period of 36 months.
• Reimbursement requests must be submitted in the same academic year as the expense has been incurred and within thirty (30) calendar days of having been incurred after the appointment start date.
• Reimbursements are made for license and/or DEA certificates that expire within House Staff’s training period. It is the trainee's responsibility to renew their license and/or certificate.
• An academic year begins on the 1^st day of the training appointment for the duration of their training normally for 365 days.
• Reimbursements cannot be accrued or deferred to the following academic year.
• Reimbursements cannot be provided after separation from training.

1. House Staff to complete and submit an electronic expense report via SHC WorkDay system effective September 3, 2024
2. Attach itemized receipt/s in image portable file format/s such as PDF, JPG PNG showing:
   1. Name of the establishment
   2. Date of service
   3. Items paid for
   4. Amount paid
   5. If available at the time of the reimbursement submission a copy of valid CA Medical License and/or DEA Certificate containing the issuance & expiration dates, license # & business address on record.
3. Reimbursements are added to House Staff’s paycheck.
4. More detailed instructions will be provided prior to September 3, 2024.

• Encompasses Doctor of Medicine (MD) and Doctor of Osteopathic Medicine (DO) Licenses.
• New/incoming House Staff must submit their reimbursement request after their Stanford appointment start date, incurring the charges and submitted within thirty (30) days of incurring cost.

• Encompasses United States Medical Licensing Examination (USMLE) Part/Step 3 and National Board of Osteopathic Medical Examiners (NBOME) Complex/Level III.
• Step 3 exam is taken during House Staff’s active Stanford appointment.
• Reimbursement is made for one (1) sitting.
   

• The certificate should only be obtained if the Stanford program requires it for the purpose of e-prescribing and it must be obtained while appointed as a GME House Staff.

• House Staff are required to be in possession of a valid CML & DEA Certificate (if applicable) during their entire Stanford training, except:
• New trainees with P&S and/or PTL licenses who have 180 days after beginning an ACGME/board-approved postgraduate program.
• Trainees entering a non-ACGME program do not have the 180 day grace period to obtain their CA Medical License.
• It is House Staff’s responsibility to provide copies of their license & DEA (if applicable) to the GME office.
• House Staff’s CML and/or DEA must contain:
  • Issuance & expiration dates
  • License/certificate #
  • Business address on record. Business address on record must be House Staff’s complete Stanford program address & not residence’s home or GME address.
  • If this is not available at the time of reimbursement submission, it must be provided to the GME office as soon as they become available to avoid lapse in EPIC access or e-prescribe.
• House Staff are to submit reimbursement requests upon incurring the charges.
• To confirm receipt of payment, check your paystub by visiting My Payslips – Workday in MyWorkday.com.
• GME does not reimburse transcription, finger printing or board exam charges.

• When will Concur be available until?

Concur will be available for GME House Staff (HS) through August 8, 2024. After, August 8, Concur will be able in “view” mode so that HS can “view” status of their expenses.

• Will people be able to log into Concur and see the status of their expense after August 8?

Yes, HS will be able to log into Concur to view the status of their expenses through October 1, 2024 at 5:00pm PT.

• What happens to the expenses submitted before August 8?

If HS expense is not in the Concur status of ready for payment2, the expense will be declined and returned to HS in Concur. This means that HS will have to re-submit their expense in Workday on September 3, 2024.

• How can I be assured that my expense reimbursement will be paid before Concur is changed to “view only” mode on August 9?

HS expense must be in a “ready for payment state” by August 9. This will guarantee that HS payment of expense will occur. Meaning that it would be beneficial for all GME HS to SUBMIT their expense requests PRIOR to August 8 to allow time for the following audit and approval steps:  Concur Audit, Management Approvals and Accounting Approvals. We encourage all HS to submit all expenses prior to August 8 to ensure prompt payment. Otherwise, expenses will have to be re-submitted in Workday Expense on September 3, 2024.

• What happens to my concur expense if the status in Concur shows that it is ready for payment on August 8?

HS will be reimbursed in their August 23 paycheck.

• I have more questions. How do I get help or support?

Please submit an Ask Finance ticket for additional questions, or concerns.