FMS Events

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Office Hour: eReceipts

• Live demonstration
• Q&A session

Presentation

Session Recording

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

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

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

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

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

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

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

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

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

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)

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)

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)

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)

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