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

To be notified about future FMS events, complete our subscription form.

Upcoming Events

Date	Description	Event Materials
February 27, 2025 10-11 a.m.	Information Session: Improvements to ERS and PCard Module Helpful for: ERS transaction preparers and approvers, PCard transaction verifiers and approvers. Updates to the beneficiary process User experience enhancements to ERS and the PCard Module Question-and-answer session Registration information to be added soon	More information to be added soon

Access recordings and resources from past events this year.

Date	Description	Event Materials
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
Monday, October 28, 2024 - Friday, 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	TBD
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 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
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
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
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	Please refer to new course: FIN-0420: Preferred Purchasing Methods
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)

Last Updated: Jan 16, 2025

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