Resource

FMS Events

Stanford Financial Management Services (FMS) offers a range of live office hours and information sessions covering:

Business Expense and Travel
Merchant Services
Payment Services
Purchasing and Contracts
Vendor Services

Stanford employees may be automatically notified about future FMS events based on their role or responsibilities. Learn more about updating your communication preferences.

Upcoming Events

Date	Description	Event Materials
May 8, 2025 10-11 a.m.	Information Session: Responsible Purchasing at Stanford Helpful for: Purchasers of goods and services During this virtual event, the Responsible Purchasing team will cover: An overview of responsible purchasing, which means considering a range of options when purchasing goods and services, actively including positive environmental and community impact in the total value of the purchase. Responsible purchasing considerations and tools for each part of the purchasing process, emphasizing the benefits of: Reuse before purchasing new Considering how a product is manufactured Criteria to look for in a supplier How it is transported/shipped How it will be disposed of or recycled Question-and-answer session (the registration form includes a field to submit any questions in advance) Upon submitting your registration form, the event is automatically added to your calendar.	Register now

Access recordings and resources from past events.

Date	Description	Event Materials
April 3, 2025	Information Session: Stanford Easy Pay for visitor reimbursement and honoraria payments Overview of Stanford Easy Pay The preparer and approver experience, and how Stanford Easy Pay is integrated with ERS The payee/visitor experience How Stanford Easy Pay is integrated into existing OBI reports Related resources Question-and-answer session	(Sign in with your SUNet ID to access these materials.) Presentation slides Session recording
March 4, 2025	Information Session: Stanford Travel Program Updates and Enhancements Helpful for: Stanford travelers and travel arrangers Stanford Travel team updates Stanford Travel Program enhancements, including updated Fingate resources Review of Stanford Travel booking options and benefits, including Egencia guest templates Tour of new Stanford Travel Connect portal Live question-and-answer session Upon submitting your registration form, the event is automatically added to your calendar.	(Sign in with your SUNet ID to access these materials.) Presentation slides Session recording
February 27, 2025	Information Session: Improvements to Processing Reimbursements and PCard Transactions Helpful for: ERS transaction preparers and approvers, PCard transaction verifiers and approvers. Greatly streamlined and simplified ERS beneficiary process User experience updates to the PCard Module and ERS Live question-and-answer session.	(Sign in with your SUNet ID to access these materials.) Presentation Slides Session Recording
November 21, 2024	Information Session: Preparing for Winter Closure Helpful for: ERS transaction preparers and approvers, PCard/TCard cardholders and approvers. Preparing for winter closure: Card Services: Preventing fraud on your PCard or TCard Business Expense: key transaction deadlines and reminders Recent Business Expense enhancements Overview of key pages on Fingate Question-and-answer session	(Sign in with your SUNet ID to access these materials.) Presentation Slides Session Recording
October 28 - November 1, 2024	FMAlite Program (hybrid) Helpful for: all campus members wishing to gain a fundamental understanding of risk and control. 3 Core content sessions 10/28: Develop a foundational understanding of finance, accounting concepts, and business drivers. 10/29: Participate in a real-world case study of a recent event involving risks and controls and apply the learnings to your role. 10/30: Engage in discussions with a senior financial leader and FMA program alumni to explore program benefits. LEGO Activity Lab Tour	Session Recordings
July 25, 2024	Information Session: Reviewing the Non-SU Payee Setup Process at Stanford Helpful for: Preparers of non-SU payee (supplier, independent contractor, and visitor) requests Categories of non-SU payee records and available transaction types Purchase methods that do not require setup The non-SU payee request and setup process Recent improvements to the Supplier/Payee Request form Common supplier/independent contractor (IC) setup scenarios and corresponding guidance Question-and-answer session	(Sign in with your SUNet ID to access these materials.) Presentation Slides Session Recording
April 17, 2024	Information Session: Card Services Spring Reset: Tips and tricks to better manage PCards and TCards Helpful for: Purchasing Card (PCard) and Travel Card (TCard) cardholders/custodians, verifiers, preparers and approvers Using the self-service Credit Card Profiles Change Request Tool Guidance on contacting JP Morgan with PCard/TCard questions Managing transactions when a verifier or preparer leaves Preventing force clearing of PCard/TCard transactions Using eReceipts to collect and share receipts Question-and-answer session	(Sign in with your SUNet ID to access these materials.) Presentation slides (updated link) Session recording

Access event recordings and resources from previous years.

Date	Description	Event Materials
November 16, 2023	Information Session: Gift Transaction Reimbursements and PCard Transactions, and Winter Close Prep Helpful for: Transaction preparers and approvers Overview of employee gift policy Demo - processing gift transactions in Oracle (ERS) Demo - processing PCard gift transactions Winter close best practices Question-and-answer session	(Sign in with your SUNet ID to access these materials.) Presentation slides Session recording
October 25, 2023	Stanford Travel Forum (on-site) Helpful for: Travelers and travel arrangers Meet representatives from Stanford Travel booking channels, airlines, local hotels, and other travel partners. Attend Q&A sessions with Global Risk and Procurement Services. Enter to win travel-related prizes such as hotel stays, airline tickets, lounge passes, and more.	(Sign in with your SUNet ID to access these materials.) Global Risk and Procurement Services: Presentation slides
October 11, 2023	Applying the Data: Managing Aging Transactions Helpful for: PCard/TCard cardholders/custodians, verifiers, and approvers; preparers and approvers of advances and expense requests, and financial managers Agenda will include: Financial stewardship and best practices Managing aging and force cleared transactions for PCard, TCard, and advances Question-and-answer (Q&A session)	(Sign in with your SUNet ID to access these materials.) Presentation slides Session recording
August 8, 2023	Information Session: Recent Purchasing Card (PCard) Module Enhancements Helpful for: PCard cardholders/custodians and verifiers, PCard approvers Overview of recent enhancements to the PCard module Card suspension process changes planned in Fiscal Year 2024 PCard resources and reminders Question-and-answer session	(Sign in with your SUNet ID to access these materials.) Presentation slides Session recording Transcript of session
May 11, 2023	Information Session: Cash and Check Deposit Enhancements Helpful for: Department depositors Project overview Understanding of deposit processes Adoption of mobile deposit tools How to find guidance and support	(Sign in with your SUNet ID to access these materials.) Presentation slides Session recording
April 27, 2023	Applying the Data: The Purchase Order and Related AP Invoices Report Helpful for: Staff with OBI access who are managing or processing invoices and POs. Accessing the data: Overview and demo of report Applying the data: Use cases and best practices Managing your invoices Ensuring POs are sufficiently funded Question-and-answer session Note: You must have OBI Reporting access to use this report. We recommend confirming your OBI access prior to April 27 to try out the report before or during the event to inform your questions.	(Sign in with your SUNet ID to access these materials.) Presentation slides Session recording
April 18, 2023	Information Session: Reviewing the Contracts Process at Stanford Helpful for: Contract preparers. During this virtual event, the Contracts team reviewed the first year of SmartMart Contracts, including: The contracts process at Stanford Common issues and best practices for submitting a contract request Helpful tips for managing an active contract, including expectations, amendments, and terminations	Presentation Slides Session recording
April 5, 2023	Office Hour: Stanford Travel Helpful for: Travelers and travel arrangers. Key Travel tutorial New Egencia guest booking process - launching soon Question-and-answer session	Presentation slides Session recording
March 22, 2023	Office Hour: Business Expense Helpful for: Reimbursement preparers and approvers. Business Expense updates FSC - Frequently asked Business Expense questions 60 Day tax rule review Business Expense policy reminders Question-and-answer session	Updated presentation slides Session recording Transcript of session
March 9, 2023	Applying the Data: The PCard Efficacy Dashboard Helpful for: Department managers with OBI access. Accessing the data: Overview of the dashboard and its seven reports Applying the data: Deep dive into three use cases Timely verification Purchase amount maximums and preferred purchasing method Non-permissible expenses Insights into potential considerations and next steps Question-and-answer session	Presentation slides Session recording
March 2, 2023	Information Session: Reviewing the Purchase Order Process at Stanford Helpful for: Purchase order preparers and approvers An overview of the purchasing methods at Stanford and how they support responsible purchasing Key tips for completing and submitting a purchase requisition for approval Helpful best practices when managing an active PO, including processing invoices Available resources and learning materials Question-and-answer session	Presentation slides Session recording

Last Updated: Apr 24, 2025

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