Resource Center: Job Aids
Account Structure: Stanford's Chart of Accounts
Links, tools and reference materials related to account structure: chart of accounts:
- PTAEO / PFOO Account Structure
- PTAEO and PFOO Defined
- PTA Attributes & Definitions (for use when requesting a new PTA)
- Project Types & Definitions
- Service Type Attribute Matrix
- Service Type Determination for Fellowship Awards
- Service Type Determination Based on Sponsored Activity (including Cost Sharing)
- Award Types
- Award Purposes
- Award Range Table
- Expenditure Type Definitions & Rules
- Object Code Listing
- Object Codes: 46XXX Revenue Definitions
- University Administration Organizational Hierarchy
- Guide to Changing / Correcting Owning Organizations
- Proper Coding of Allowable and Unallowable University Expenditures
- Oracle Authorized Approver Hierarchy
- Inquiry Tools and Reports
Banking & Commerce
Links, tools and reference materials related to banking and commerce:
- University Cashier's Office Hours, Location and Services
- Types of University Receipts – Examples, Exceptions and Important Notes
- Object Code Listing
- Currency Converter
- eCommerce Services Portfolio
- Sales and Use Tax Guide
- Unrelated Business Income
- Inquiry Tools and Reports
Buying & Paying
Links, tools and reference materials related to buying and paying:
- Getting Help
- Internet Procurement Related Resources & Job Aids
- Purchase Order Request Types, Definitions & Use
- Setting Your iProcurement Preferences
- SmartMart: Recreating CWA Favorites in SmartMart
- Entering a One-Time Delivery Address in iProcurement
- Adding / Opening Attachments in Internet Procurement
- Charging Your Requisition to Multiple PTAs
- Changing the PTA or Expenditure Type on an Approved Purchase Order
- Receiving and Correcting Receiving
- Saving and Completing Saved Requisitions
- Changing and Resubmitting a Returned / Rejected Requisition
- Standard Purchase Order Checklist
- Accessing SmartMart Punchouts on a Mac Machine
- SmartMart Supplier Contacts and Shipping Information
- Inquiry Tools and Reports
- Requisition and Purchase Orders Query (a.k.a. Web Inquiry) – To access this query, launch Oracle and open the SU Inquiry Tools folder.
- Expenditure Type Query
- DPA (Department Property Administrator) Lookup Tool
- ReportMart3 Reports Related to Buying and Paying
- Using Oracle Financials Modules
- Praxair Gas Cylinder Serial Number List
- Small Business Suppliers to Stanford
- Sub-Award Solicitation
- For Suppliers: Information and Resources for Doing Business with Stanford University
Capital Equipment & Capital Projects
Links, tools and reference materials related to capital equipment and capital projects:
- Common Expenditure Types Used for Property and Equipment
- Property Management Office (PMO)
- DPA (Department Property Administrator) Lookup Tool
- Funding Guidelines for Capital Projects
- Cost Guidelines for Capital Projects – Capitalizable vs. Non-Capitalizable Costs
- University Budget Plan
- Inquiry Tools and Reports
Financial Authority
Links, tools and reference materials related to financial authority:
- University Administration Organization Hierarchy
- Guide to Changing / Correcting Owning Organizations
- Oracle Approval Workflow
- System Access
- Inquiry Tools and Report
Financial Reporting Tools
Links, tools and reference materials related to financial reporting tools:
- Oracle Financials Reporting and ReportMart3
- Oracle Financials Report Types and Uses
- Status of ReportMart3 Data
- Financial Reports Web Site (Expenditure, Revenue & Operating Statements)
- Saving and Managing Favorite ReportMart3 Reports Using My InfoView
- Accessing Prompts in ReportMart3
- Using Advanced Prompts in ReportMart3
- Setting Internet Explorer Security to Enable ReportMart3 Excel Downloads
- Oracle Reference Code Table
- System Access
- SU Inquiry Tools (To access SU Inquiry Tools, launch Oracle and open the SU Inquiry Tools folder)
- Expenditure Type Query (Link directly from here)
- Fund Title Query (Link directly from here)
- Oracle Signature Authority Query (Link directly from here)
- Oracle Vacation Query (Must launch from Oracle)
- Requisition and Purchase Orders Query (a.k.a. Web Inquiry) (Must launch from Oracle)
Funds Management
Links, tools and reference materials related to funds management:
- Funds Management Reference Materials
- Getting Access to iJournals Module of Oracle Financials System
- Helpful Tools for Funds Management Tasks
- Funds Management Financial Reporting Resources
- Who to Contact for Help
Month / Year End Close
Links, tools and reference materials related to month-end / year-end close:
- Month End Resources
- Year End Resources
- University Administration Organizational Hierarchy
- Oracle iJournals Related Resources & Job Aids
- Oracle Labor Distribution Related Resources & Job Aids
- Inquiry Tools and Reports
- Expenditure Type Query
- Reports Related to Month-End / Year-End Close
- Financial Reports Web Site (Expenditure, Revenue & Operating Statements)
- Status of ReportMart3 Data
Payroll Administration
Links, tools and reference materials related to payroll administration:
- Payroll Deadlines and Reference Codes
- Resources for Employees
- Termination Process
- Off-Cycle Check Process
- Non-Resident Alien Information
- Salary Tax Treaties and Forms (This page resides in the Students section of this web site)
- Inviting and Paying Foreign Visitors (includes Foreign Visitor Categories and Associated Visa Types)
- Faculty Pay
- System Access
- Time & Leave Reporting
- Miscellaneous
Payroll for Employees
Links, tools and reference materials related to payroll for employees:
- Pay Statements
- Time & Leave Reporting
- Request a SUNET ID
Petty Cash Administration
Links, tools and reference materials related to petty cash administration:
- Petty Cash Reconciliation Template
- Petty Cash Bank Replenishment Template
- Getting Access to iOU Petty Cash Module of Oracle Financials System
- Reports Related to Petty Cash Administration
Reimbursement
Links, tools and reference materials related to reimbursement:
- Current Payment Processing Times & Inquiry Response Times
- Expense Guidance for Business Meals
- Proper Coding of Allowable and Unallowable University Expenditures
- Oracle iOU Related Resources & Job Aids
- Travel Related Resources & Job Aids
- Inquiry Tools and Reports
Supporting Students
Links, tools and reference materials related to supporting students:
- University Bill (link to Students - University Bill section)
- Loans, Scholarships & Other Financial Aid
- Financial Aid Offices (link to Students - Loans, Scholarships & Other Financial Aid section)
- University Accounting Services, LLC Web Site (Exit Counseling for Loan Borrowers)
- Graduate Financial Support
- Tax Information
- Tax Credit Reporting Service for Students (http://www.1098-t.com)
- Salary Tax Treaties and Forms - for Non-Resident Alien Students (link to Students - Tax Information section)
- How to Read Your Stanford Annual Tuition Statement (Form 1098-T) and Frequently Asked Questions
- Reports Related to Supporting Students
Tax Compliance
Links, tools and reference materials related to tax compliance @ Stanford:
- Tax Compliance Reference Materials
- Sales and Use Tax Guidelines
- Unrelated Business Income Tutorial
- Intermediate Sanctions
- Employee vs. Independent Contractor Status
- Scholarships and Fellowships: Tax Considerations
- Taxpayer Relief Act and Hope Scholarship and Lifetime Learning Credits
- IRS Requirements for Tax Deductions on Charitable Donations
- FAQs About Stanford-Provided Mobile Equipment and Related Services
- Goverment Web Sites
- Inviting and Paying Foreign Visitors (includes Foreign Visitor Categories and Associated Visa Types)
- Salary Tax Treaties and Forms (link to Students - Tax Information section)
- Reports Related to Tax Compliance
Travel
Links, tools and reference materials related to travel:
- Travel Agencies
- U.S. Flag Air Carriers and Code Share Alliances
- Car Rental - Negotiated Rates
- Online Booking Tool for United.com
- Local Area Lodging
- Travel Payment Methods (advances & travel cards)
- Per Diem Rates
- Currency Converter
- World Clock, Time Converter, and More...
- Bechtel (for visa info, etc.)
- Salary Tax Treaties and Forms (link to Students - Tax Information section)
- Proper Coding of Allowable and Unallowable University Expenditures
- Reimbursement and iOU Related Resources & Job Aids
- Inquiry Tools and Reports