Instructions for reviewing, approving, or returning Stanford Purchasing Card (PCard) verification transactions using the Oracle Workflow Notifications laptop/desktop web interface. Alternatively, use the Stanford Mobile Approvals app to review, approve, or return PCard verification transactions.
Review, Approve, or Return PCard Verifications
Before You Start
Notifications are sent to designated approvers when a transaction requires review and approval. To access and approve PCard transactions, approvers will need Requisition Approval authority granted through Authority Manager. Refer to Topic Overview: Financial Transaction Approval.
Follow Proper Use of Funds guidance and utilize the Expenditure Transaction Approval Checklist to ensure compliance with university policies
Understand responsibilities for verifying and approving PCard transactions and the consequences of delayed verification and approval. Refer to Topic Overview: Stanford Purchasing Cards (PCards).
- Enter ofweb.stanford.edu in the browser
- Select Login
- As prompted, log in using SUNet ID and password
- From the Navigator menu, select SU Workflow Notifications
- Select Workflow Notifications
- Select the PCard Transaction [X] Requires Approval link in the Subject column
Check for an "unusually high cost" warning in the Message section at the top of the page. - Review transaction details and backup documentation. Approvers are responsible for reviewing the PCard verification 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, the approver 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:
- Correctly matched to the receipts.
- Allowable and properly coded to an appropriate PTA with available funds and expenditure type code.
- When applicable, recorded with the proper sales or use tax.
- Select the Approve button once the transaction has been reviewed and satisfies the review criteria
If the approved transaction has unusually high cost, it may be escalated for final approval.
Selecting Approve returns the screen to the Notifications Worklist.
- Enter an explanation in the Response Comment box at the bottom of the notification, including criteria by which the transaction could be approved if modified and resubmitted
- Select Return button
- Select one or more Return Reasons
- Incorrect allocation or expenditure type
- Insufficient Business Purpose
- Missing documentation/receipts
- Review for Policy Alignment
- Other
- Enter a note to verifier (required if Other is selected)
- Select Return
Selecting Return returns the screen to the Notifications Worklist.
- Select the appropriate link to review another transaction
- Select Logout at the top if finished
- If an approved transaction has an unusually high cost, it may be escalated for final approval.
- After approval, the department's charge account specified during verification is debited.
- Stanford's Accounts Payable department pays the consolidated bank invoice.
- Approvers may monitor PCard activity through the OBI Expense Requests and SU Card Activity Dashboard.
- The Credit Card Transactions Aging report displays PCard charges that have been made but are not fully processed and approved.
- The Credit Card Transactions report provides a complete view of all credit card transactions.
- Retain hard copy receipts until the receipts have uploaded successfully and payment processing is confirmed as complete. For more information, refer to the Administrative Guide Policy 3.1.5: Retention of Financial Records.