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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

DateDescriptionEvent 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.
DateDescriptionEvent 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.
DateDescriptionEvent 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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To troubleshoot, ensure that you: 

  1. Register through the link on this page with your SUNet ID Stanford email (SUNet@stanford.edu).
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  3. Use the unique Zoom link you received after registering for the webinar.
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