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

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Upcoming Events

Date	Description	Event Materials

Access recordings and resources from past events this year.

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 10 a.m. - 11 a.m.	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) Add this event to your calendar.	(Sign in with your SUNet ID to access these materials.) Presentation slides Session recording
August 8, 2023 1 p.m. - 2 p.m.	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 10 a.m. - 11 a.m.	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
March 9, 2023 noon - 1 p.m.	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 sustainability and diversity practices 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
February 8, 2023	Information Session: Traveling in the New Year with Stanford Travel Helpful for: Travelers and travel arrangers. Stanford Travel Program Updates New Booking Channel 2023 Stanford Travel Hotel Program Stanford Travel Promotions Tips for Traveling in 2023 Question-and-Answer Session	Presentation slides Session recording

Access event recordings and resources from previous years.

Date	Description	Event Materials
November 30, 2022	Information Session: Business Expense and Card Services Winter close reminders and best practices Recent updates in Business Expense and Card Services Question-and-answer session	Presentation Session Recording
November 9, 2022	Office Hour: Managing an Active Contract or Purchase Order at Stanford Brief review of the first three stages of the supplier lifecycle Managing an active contract or purchase order (PO), which includes: Ensuring deliverables are being met Contract amendments/extensions/renewals and changes to an active PO Managing potential issues or disputes Submitting an invoice for processing Contract terminations and canceling/Finally Close a PO A tour of available resources and learning materials A question-and-answer session	Presentation Session Recording
October 13, 2022	Information Session: Stanford Travel and Global Risk Management Stanford Travel team updates Travel booking policy changes Tools and tips for traveling A question-and-answer session	Presentation Session Recording
September 29, 2022	Information Session: Overview of the Supplier Setup and Onboarding Process at Stanford During the session, the Vendor Services team will: Introduce its team members and their roles and responsibilities Review Stanford's supplier setup and onboarding process, vendor risk assessment, learning materials and resources, and upcoming enhancements	Presentation Session Recording
September 7, 2022	Office Hour: eReceipts Live demonstration Q&A session	Presentation Session Recording
August 3, 2022	Office Hour: Business Expense Business Expense updates Overview of the eReceipts app and how it can help your workflow BE transaction processing for Year End Close: deadlines and best practices Question-and-answer session	Presentation Session Recording
July 27, 2022	Purchasing Primer: Payment and Card Services (Purchasing Card Focus) Overview of the purchasing landscape at Stanford Overview of the Purchasing Card (PCard), including policy updates How to make purchases with a PCard Overview of PCard audit notifications PCard resources and reminders Brief Q&A session	Presentation Session Recording
June 15, 2022	Stanford Travel Forum Meet representatives from Stanford Travel booking channels, airlines, local hotels and other travel partners Attend live demonstrations about how to manage travel reimbursements, Travel Cards, and contracts Enter to win travel-related prizes	Live Demonstration: Business Expense: Top Rejection Reasons Presentation Demo Recording Live Demonstration: Card Services: Extend Expense End Date, Credit Card Profiles Change Request tool Presentation Demo Recording Live Demonstration: Supplier Enablement and Contracts Demo Recording
June 13, 2022	Office Hour: Amending a Contract During this event, the Contracts team will briefly review the procurement contracts process at Stanford and spend the rest of the time answering attendee questions on contract amendments. You may also submit your question in advance through this form.	Presentation Session Recording
May 10, 2022	Purchasing Primer Series: Reviewing the Purchase Order Process at Stanford The agenda will cover: The purchasing and payment methods landscape at Stanford The purchase requisition/order process at Stanford, including supplier selection and set up Common purchase order needs (change orders, Finally Close, Invoice Processing) Available resources and learning materials Question-and-answer session	Presentation Session Recording
April 27, 2022	Business Expenses: What's New and Important Reminders Expense reimbursement guidance for: 2022 domestic and international lodging Other 2022 business and travel rate maximums Visitor expenses Extending Travel Card (TCard) expense end dates A Question-and-Answer Session	Presentation Session Recording Q&A Typed Answers
April 5, 2022	Purchasing Primer Series: How to Purchase in Amazon Business and SmartMart Catalog Suppliers A Review the Purchasing and Payment Methods Landscape at Stanford An Overview and Tour of Amazon Business An Overview and Tour of SmartMart Catalog Suppliers A Review of Available Resources and Learning Materials A Question-and-Answer Session	Presentation Session Recording
March 28, 2022	Information Session: SmartMart Contracts Post-Launch Overview of the SmartMart Contracts Project Review of the Procurement Contracts Process at Stanford Walkthrough of the SmartMart Contracts System Tour of Available Resources and Learning Materials Question-and-Answer Session	Presentation Session Recording
March 7, 2022	Information Session: SmartMart Contracts Pre-Launch Overview of the SmartMart Contracts Project Review of the Procurement Contracts Process at Stanford Walkthrough of the SmartMart Contracts System Tour of Available Resources and Learning Materials Question-and-Answer Session	Presentation Session Recording
January 26, 2022	Information Session: Business Expense and Stanford Travel Introductions Business Expense Updates and Related Updates from University Human Resources Card Services Updates: PCard and TCard Policy and Process Using the Stanford Travel Program and Managing Travel Cancellations Financial Support Center Refresher Question and Answer Session	Presentation Session Recording Note: Use your Stanford email address to access the presentation and recordings (SUNetID or Email Alias @stanford.edu)
December 2, 2021	Open Office Hour: Business Expense Questions Introduction How this Office Hour is structured Questions and Answer session Survey	Presentation Q&A Transcript (names removed) Note: Use your Stanford email address to access the presentation (SUNetID or Email Alias @stanford.edu)
November 10, 2021	Business Expense and Stanford Travel Office Hour Three takeaways about the Stanford Travel booking policy Card Services updates Business Purpose basics Recent Business Expense updates Question and Answer session	Presentation Session Recording Note: Use your Stanford email address to access the presentation and recordings (SUNetID or Email Alias @stanford.edu)
May 12-13, 2021	Business Expense and Stanford Travel Office Hour Stanford Travel topics: May 12, 9 a.m. - noon 9 - 9:25 a.m.: New to Stanford Travel? Stanford Travel Overview Travel Session 1 recording (Overview) 9:30 - 9:55 a.m.: Egencia: How-tos Travel Session 2 recording (Egencia) 10 - 10:25 a.m.: FCM (Formerly Casto): Meet Your Agents Travel Session 3 recording (FCM/Casto) 10:30 - 10:55 a.m.: United Corporate Direct (UCD): By Popular Demand Travel Session 4 recording (United Corporate Direct) 11 - 11:25 a.m. StudentUniverse: Still Adulting Travel Session 5 recording (StudentUniverse) 11:30 - 11:55 a.m.: What to Expect When You Return to Travel Travel Session 6 recording (Return to Travel) Business Expense topics: May 13, 9 a.m. - noon 9-9:25 a.m.: Business Expense Overview Business Expense Session 1 recording (Overview) 9:30 - 9:55 a.m.: Business Expense Policy and Processes Updates Business Expense Session 2 recording (Policy and Processes Updates) 10 - 10:25 a.m.: COVID Impacts to Business Expenses Business Expense Session 3 recording (COVID Impacts) 10:30 - 10:55 a.m.: Stanford Travel Card Refresher and Updates Business Expense Session 4 recording (Travel Card) 11 - 11:25 a.m.: Aging Transactions: What You Need to Know Business Expense Session 5 recording (Aging Transactions) 11:30 - 11:55 a.m.: Top Transaction Rejects/Returns and Live Question and Answer Session Business Expense Session 6 recording (Rejects/Returns and Q&A)	May 12 Stanford Travel Presentation (without the slides shown between sessions) May 12 Stanford Travel Presentation: slides shown between sessions May 13 Business Expense Presentation Session recordings are included in the Description column Note: Use your Stanford email address to access the presentation and recordings (SUNetID or Email Alias @stanford.edu)
March 18, 2021	Office Hour Business Expense updates Travel Card Refresher How to Manage Unused Airline Tickets Question and Answer session	Presentation Note: Use your Stanford email address to access the presentation (SUNetID or Email Alias @stanford.edu) Session Recording Note: On the Zoom Sign In page, select the SSO button to sign in and access the recording

Last Updated: Nov 16, 2023

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