Budget and Finance

The Dean's Office Finance is responsible for providing financial leadership, guidance and oversight of financial operations within the Vice Provost and Dean of Research organization. Areas of responsibility include strategic decision support, budget management and planning, fiscal stewardship and compliance, support and guidance for departments and Dean’s office during the annual financial cycle, data analytics, and policy development.

If you have any questions or feedback about this site, please contact us at dorfinanceteam@stanford.edu.

The Stanford Financial Management Services introduced a new AI powered tool to help users easily find relevant business expense/process information such as Expenditure Type Query, Requisition and Purchase Orders Query, Supplier Query and Request, and Financial Approver Authority Query, etc. We strongly encourage everyone to spend five minutes to watch the short video introduction.With this new AI agent tool, you and your team will find relevant information real time and improve productivity on the business expense related transactions. For more information, refer to the Fingate news article: Financial Info Navigator (FIN) Pilot.

Details to come in February, 2026. In the meantime, please reach out to your Dean's office finance liaison with any questions or use our 'vpdor-finance-units-connect' Slack channel. 

For more information on CPB training and support, please visit Fingate CPB.

Budget Process and Timeline

FY26 Booked Budget Kickoff Meeting Recording 6/17/2025

FY26 DoR General Fund Allocation Demo 7/30/2025

DoR Budget Completion Checklist

Please review each item in the below checklist and place a checkmark next to each step when completed. Send the completed list to your Dean's finance contact.

CPB Checklist Coming Soon

Stanford Year End Calendar

Please send the fund transfer template to dorfinanceteam@stanford.edu for processing.

Review the Downloadable Forms

*Designated revenue can be used to purchase Fund Functioning as Endowment (FFE)

Please refer to Fingate for the most updated information: Fund Transfers

How to Run Operating Budget Report

The university pays directly or reimburses individuals for expenses that are necessary and appropriate to conduct university business. University policy and guidance addresses many, but not all, scenarios. Where unclear or unusual circumstances arise, additional information, questions about financial policies or exceptional requests should be directed to the school or unit’s senior finance administrator. In all cases, fiscal prudence and good judgment should be exercised. All Stanford transactions are subject to review by Financial Management Services (FMS) as well as internal and external auditors for compliance with sound business practices, institutional policies and procedures, and any applicable laws and regulations.

The university outlines its guiding principles and the IRS regulations for business and travel expenses in Administrative Guide Policy 5.4.2: Business and Travel Expenses.

Business & Travel Expenses

University Information

Expense Report Checklist

Business Purpose Writing Guidelines

Travel Process

Business meal vs Travel meal 

University Receipts

Process and Deposit Department Receipts

Process and Deposit Department Receipts

Unidentified Receipts

Unidentified Receipts

Purchasing & Contracts

Purchase Requisition

Purchase Order

Cancel a Purchase Requisition or Purchase Order

Payment Method

Travel Card Policy

Travel Card Policy

Purchasing Card (PCard) Program

Purchasing Card (PCard) Program

Manage PCard/TCard Account Profile

Manage PCard/TCard Account Profile

Org Code & PTA

Change a PTA on an Approved Purchase Order

PTA is an acronym used for a project-task-award combination representing an account in the University's Oracle Financials system used to categorize expenditures by funding source.

Change a PTA on an Approved Purchase Order

Request New PTA

Change PTA Attributes (email DoR unit contact)

Org code request template and timeline

Organizational (org) codes are a way of defining Stanford's multilevel organizational structure. This page provides an overview of the purpose and use of org codes.

Org code request template and timeline
Please send org code change request to dorfinanceteam@stanford.edu 3 days before due date

Org Code Hierarchy

Please send completed forms to dorfinanceteam@stanford.edu.

Fund Transfer Template below:

DoR BFT Upload New Template (Dec 2025)

DoR Expense Pre-Review Request

• Administrative Guide
• Authority Manager
• Expenditure Types, Commonly Used
• Expenditure Types, Unallowable
• Facilities and Administrative Cost Rates
• Facility Financial Inquiry Tool
• Fingate
• Fingate Learning Resources
• Fund Management principles
• Fund Transfer (Allowable Funding Transfers)
• ISC guidelines
• Labor Distribution Adjustments
• Month End Close Calendar
• OBI Reporting
• Office of Research Administration
• Oracle Financial Systems
• Oracle Inquiry Tools Info—This site provide information of Oracle Financial Inquiry Tools such as, Expenditure Type Query, Fund Title Query, Requisition and Purchase Order Query, Labor Distribution User Query, Pending Transactions, and Financial Approval Authority Query.
• Org Code Hierarchy
• Org Code Request and Timeline
• OSR Contact
• OSR Training Module
• Paying for Graduate Student & Postdoc
• Purchasing Card (PCard) Program
• Request New PTA
• Stanford electronic Research Administration System (SeRA)
• Training list for new AD/Analyst
• University Budget Office