Review, Approve, or Return PCard Transactions Using the Stanford Mobile Approvals App

1. Open the Stanford Approvals app on a mobile device

The first time you open the app, select Allow when prompted to let Stanford Approvals send you notifications.

2. Select Login with Stanford SSO
3. Enter your SUNet ID and Password
    

1. From the Home screen, select the PCard tile

The Pending with Me Queue includes the PCard transaction number, verifier name, date sent, and transaction amount.

2. Select a PCard transaction you want to review

As an approver, you are responsible for reviewing PCard transactions to ensure:

• Written justification for any high-cost warnings: When charging a sponsored account for grants that allow these expenses (such as memberships or, in some cases, alcohol), an explanation must be included in the Business Purpose or Allocation Reason field.
• Appropriate documentation of charge: Review receipts for charges of $75 or more (lower limits may be established by department). If a receipt is missing, you must follow up with the cardholder or custodian to understand why the receipt is missing and verify that the goods or services were received.
• The expenditure is reasonable, necessary, and complies with all relevant university policies.
• The charges are:
  • Matched to the receipts
  • Allowable and properly coded to an appropriate PTA with available funds and the correct expenditure type
  • Recorded with the correct sales or use tax, when applicable

1. From the PCard transaction detail screen, swipe down to view all transaction details, including:
   • Amount in USD
   • Transaction ID
   • Business Purpose
   • Card Number
   • Cardholder Name
   • Department Name
   • Verifier Name
   • Transaction Date
   • Merchant
   • Expense Type
   • Sales Tax Location, Personal Expense, and Disputed information
   • Transaction Status
   • Distribution (PTAE)
   • Approvers
   • Attachments
   • Approver Note field and action buttons

2. Confirm that all elements of the Business Purpose are complete (Who, What, When, Where, and Why), and high-cost justification is included when required
3. Validate that the expenditure is reasonable, necessary, and compliant with university policies
4. Review transactions flagged  for incorrect Sales Tax Paid, inclusion of Personal Expense, or Disputed
5. In the Distribution section, confirm that the Project, Task, Award, and Expenditure type are appropriate for the transaction

6. When applicable, review and confirm additional Project, Task, Award, Expenditure, and Percent allocation Distribution. Swipe right/scroll down to view all fields
7. Open the Approvers to view approvers, FYI recipients included in the routing list, and Action status
8. Open the Attachments and review each attached file to confirm that the documentation supports the charge