Approvers can review, edit, approve, or return Stanford Purchasing Card (PCard) pending transactions using the Oracle Workflow Notifications laptop/desktop web interface. Alternatively, the Stanford Mobile Approval app can be used to review, edit, 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.
Approvers can also utilize the Expenditure Transaction Approval Checklist to ensure compliance with university policies.
To understand the responsibilities for verifying and approving PCard transactions and the consequences of delayed verification or approval, learn more in the Topic Overview: Stanford Purchasing Cards (PCards).
- Go to Oracle Financials
- Select Login
- Enter SUNet ID and password, if prompted
- From the sidebar Navigator menu, select SU Workflow Notifications > Workflow Notifications > Home
- 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. - To review or edit transaction details and backup documentation, select the link next to Full View. 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 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 itemized 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.
- Approvers are allowed to edit Expenditure Type, Business Purpose, and Actual Tax Paid Amount of PCard Transactions
- Notification of edits will be sent to the verifier and other approvers who have already approved the transaction
- Only the current approver in the transaction can make edits
- 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 the verifier (required if Other is selected)
- Enter an explanation, including criteria by which the transaction could be approved if modified and resubmitted
- 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, learn more in the Administrative Guide Policy 3.1.5: Retention of Financial Records.