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Procurement Services Events

Procurement Services offers a range of live office hours and information sessions covering:

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

To be notified about future Procurement Services events, subscribe to the Events and Info Sessions mailing list

Having trouble joining a webinar in progress? Be sure to review our troubleshooting information below. 

Upcoming Events

Date Description Zoom Link or Location

February 8, 2023

10 a.m. - 11 a.m.

Information Session: Traveling in the New Year with Stanford Travel

  • Stanford Travel Program Updates
    • 2023 Stanford Travel Hotel Program
  • Stanford Travel Promotions
  • Tips for Traveling in 2023
  • Question-and-Answer Session

Submit a question in advance (by Feb. 1 at 5 p.m.)

Register to receive the Zoom webinar link*

 *The registration form also allows you to add the event to your calendar.

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

Live Demonstration:
Card Services: Extend Expense End Date, Credit Card Profiles Change Request tool

Live Demonstration:
Supplier Enablement and Contracts

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

Business Expense topics: May 13, 9 a.m. - noon

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

To successfully join an event, be sure to:

  1. Register through the link on this page with your SUNet ID Stanford email (SUNet@stanford.edu).
  2. Before the event starts, make sure you are logged into your Stanford Zoom account (required to authenticate your attendee registration).
  3. Then use the unique Zoom link sent to you after you register to access the webinar.
Last Updated: Nov 30, 2022

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