Managing Aging and Outstanding Expense Transactions

The stages of processing a PCard transaction are outlined below as well as within the graphic. These include who is responsible at that stage, the statuses in the system, and how aging is calculated.

1. Cardholder/custodian makes a purchase with the PCard (transaction posted date) and aging begins.
2. Transaction verifier reviews the PCard transaction. 
   PCard verifiers process “New” or “Returned” transactions through the PCard module. PCard expenses should be verified and approved as soon as practicable after they are incurred (typically within 10 days), but no later than 60 days after the transaction posted date. Delays past 60 days may result in expenditures being reported as taxable income to the cardholder or cardholder and/or the transaction may be force cleared by FMS to the guarantee PTA. Once a PCard transaction is submitted for local approval, it will show as “Verified” status in the PCard module.
   
   Find and monitor aging PCard transactions in this stage:
   • View all PCard transactions using the Pending Transactions Tool (available under Oracle Financials Inquiry Tools).
   • Use the OBI Credit Card Transactions - Aging Report to find and monitor aging PCard transactions.
   • Use OBI SU Credit Card Custodian Report to find the card’s custodian and verifier.
   • Credit Card Profiles Change Request Tool to find or update the card verifier or change the credit card profile.
3. Transaction approver(s) either approves or returns the transaction to the verifier. Returned transactions will show as “Pending Approval.”
4. Transaction is approved and is immediately posted to the PTA(s)
   The status will show as “Approved,” and the transaction will no longer appear in aging reports. 

Managing Force Cleared Purchasing Card Transactions

Departments should take the following actions after an aging PCard transaction is force cleared.

1. Find force cleared PCard transactions
   Please see How To: Find Force Cleared PCard and TCard Transactions
2. Create and store documentation set
   1. Create a business purpose and scan the receipt (if the receipt is missing, create a document explaining the reason).
   2. Find the credit card transactions in Oracle Financials using the PCard search and upload the documents.
3. Determine and repay any amounts owed to Stanford
   1. Determine the business amount charged: Amounts expended for Stanford business should be explained in the business purpose, and any remaining amounts should be defined as for personal use and repaid to Stanford.
   2. Determine and repay any personal expenses to Stanford; refer to How To: Handle Personal Expenses Charged to the PCard.
4. Move charges to an appropriate PTAE if needed
   Use iJournals to move charges to an appropriate PTAE, using an unallowable expenditure type for any amounts that do not have an explicitly allowable business purpose. Attach the documentation set to the journal as well.
5. Identify ways to prevent future force clearing
   Use the OBI Force Clear Metrics (FCM) Dashboard to see summary-level reporting of force cleared transactions, which can suggest where training or policy reinforcement may be needed to avert future force clearings.

The stages of processing a TCard transaction are outlined below as well as within the graphic. These include who is responsible at that stage, the statuses in the system, and how aging is calculated.

1. Cardholder makes a purchase with a TCard. Aging begins on the date the expense was incurred (transaction posted date) or the last day of travel or activity (expense end date). TCard charges appear in ERS within one to five business days of the transaction date. Expense reports should be completed and processed within 10 days and no later than 60 days after the completion of travel or activity. If a purchase is for an activity in the future (e.g., airplane ticket for later travel), verifiers can enter an expense end date to reflect the accurate number of days of aging.

2. Transaction preparer applies TCard transaction to an expense report
   TCard preparers and verifiers process TCard transactions through the Expense Requests System via expense reports. The transaction will show the status of In Progress, Withdrawn, Rejected, Returned, or Pending Resolution. Once the TCard transaction is applied to an expense report, aging is calculated from the Expense Request End Date.

   Note: TCard charges will continue to appear in TCard aging reports even after they have been added to an expense report, but the aging reports will show the expense request transaction number. Both the TCard charge and expense report will be visible in aging reports until the expense report is posted to a PTA and shows a status as paid.

   Find and monitor TCard Transactions in this stage:

   • Use the Pending Transactions Tool (available under Oracle Financials Inquiry Tools).
   • Use the OBI Credit Card Transactions - Aging (PCards and TCards) Report to find and monitor aging TCard transactions.
   • OBI SU Credit Card Custodian Report to find the card’s custodian and verifier.
   • To find personal TCard transactions that are on an expense report but are still waiting for the employee to reimburse Stanford, use the TCard Personal Transactions Payment Due report.
   • Credit Card Profiles Change Request Tool to find or update the card verifier or change the credit card profile.
3. Transaction preparer submits expense report
   A TCard transaction that is not submitted for local approval within 60 days of the completion of travel/activity may result in expenditures being reported as taxable income to the cardholder or cardholder and/or the transaction may be force cleared by FMS to the guarantee PTA.
4. Transaction approver approves, requests more information, or rejects the transaction
   This is done when the status is Pending Approval. TCard transaction aging ends when the expense report has completed local approval.
   1. OBI SU Credit Card Custodian Report to find the card’s custodian and verifier.
   2. Credit Card Profiles Change Request Tool to find or update the card verifier or change the credit card profile.
5. The Business Expense team approves, requests more information, or rejects
   This is done when the status is Pending Audit Review.
6. Accounts Payable (AP) submits for payment/reimbursement processing
   This is done when the status is Pending Payment.
7. Paid and posted to the PTA
   Once an expense request is fully approved and AP has processed the payment, the transaction will post to the PTA(s), the status will show as Paid, and the transaction will be cleared and no longer appear in aging reports.

Managing Force Cleared Travel Card Transactions

Departments should take the following actions after an aging Travel Card transaction is force cleared.

1. Find force cleared TCard transactions
   Refer to How To: Find Force Cleared PCard and TCard Transactions.
    
2. Create and store documentation set
   • Create a business purpose and scan the receipt (if the receipt is missing, create a document explaining the reason).
   • Find the expense request on which the Travel Card transactions were force cleared using the Expense Requests system search and upload documents.
3. Determine and repay any amounts owed to Stanford
   • Determine the business amount charged: Amounts expended for Stanford business should be explained in the business purpose, and remaining amounts should be defined as for personal use and repaid to Stanford.
   • Determine and repay any personal expenses; refer to How To: Return Personal Expenses Charged to Travel Card.
4. Move charges to appropriate PTAE if needed
   Use iJournals to move charges to an appropriate PTAE as needed, using an unallowable expenditure type for any amounts that do not have an explicitly allowable business purpose. Attach the documentation set to the journal as well.
5. Identify ways to prevent future force clearing
   Use the OBI Force Clear Metrics (FCM) Dashboard to see summary-level reporting of force cleared transactions, which can suggest where training or policy reinforcement may be needed to avert future force clearings.

The stages of processing an advance are outlined below as well as within the graphic. These include who is responsible at that stage, the statuses in the system, and how aging is calculated.

1. An advance is requested by a preparer
   Advance aging begins with the expected clearing date, which the preparer is required to select when an advance is requested. Note: The status of an advance shows “Paid” once the requester has been paid the advance funds, but this status does not change or reflect the status of the expense request to which the advance has been applied.

2. Preparer applies advance to an expense request and submits
   Advance funds are not available in ERS to clear until the expected clearing date. Then, they can be applied to an expense request and cleared.

   Find and monitor advances in this stage:

   • Use the Pending Transactions Tool (available under Oracle Financials Inquiry Tools).
   • The OBI Advances - Aging Report will show Advances that have not yet been applied to an expense report, those that have but are not posted yet, and those that have a partial balance remaining.
3. Approver reviews transaction to approve, request more information, or reject 
   This is done when the status is Pending Approval. The OBI Advances - Aging Report will reflect advances that have been applied to an expense request until they are fully applied to approved expense report(s).
4. Business Expense processor reviews to Approve, request more information, or reject
   This is done when the status is Pending Audit Review. Refer to the ERS workflow.
5. Payment Services processes any applicable repayment (unused funds) of the advance
   This is done when the status is Pending Payment.  Any unapplied advance amounts must be returned to Stanford to clear the transaction from the aging report.
6. Advances are cleared and posted to the PTA
   An advance is considered cleared when: the full amount (not just a partial amount) of the advance has been applied to an expense request, the expense request has been approved, funds have been posted to a PTA, and any unused funds have been returned and received by the university. If an advance is only partially applied, it will continue to appear in aging reports with rows showing amounts for each expense request it is applied to. 

Managing Force Cleared Advance Transactions

Departments should take the following actions after an aging advance is force cleared.

1. Find force cleared advances
   Refer to How To: Find Force Cleared Advance Transactions. 
    
2. Create and store documentation set
   1. Create a business purpose and scan the receipt (if the receipt is missing, create a document explaining the reason).
   2. Find the original advance transaction number using the Expense Requests search and upload the documentation set.
       
3. Determine and repay amounts owed to Stanford
   1. Determine the business amount charged: Amounts expended for Stanford business should be explained in the business purpose and any remaining amounts should be defined as for personal use and repaid to Stanford.
   2. Determine and repay any personal expenses to Stanford:
      1. Collect a check from the payee and deposit it, using the appropriate PTAE.
      2. Upload documentation showing the deposit took place. This will usually occur after the initial documentation set is uploaded. 
4. Move charges to appropriate PTAE if needed
   Use iJournals to move charges to an appropriate PTAE if needed, using an unallowable expenditure type for any amounts that do not have an explicitly allowable business purpose. Attach the documentation set to the journal as well.
5. Identify ways to prevent future force clearing
   Use the OBI Force Clear Metrics (FCM) Dashboard to see summary-level reporting of force cleared transactions, which can suggest where training or policy reinforcement may be needed to avert future force clearings.

The stages of processing a reimbursement are outlined below as well as within the graphic. These include who is responsible at that stage, the statuses in the system, and how aging is calculated.

1. Transaction preparer initiates and prepares expense report
   Reimbursements start aging from the expense end date (date incurred), or, for travel expenses, from the last date of travel/activity for which the expense was incurred. Expense reports should be completed and approved as soon as practicable after charges are incurred or travel is completed (ideally within 10 days, but no later than 60 days afterwards).

   At this stage, the expense report will show a status of In Progress, Withdrawn, Rejected, Returned, or Pending Resolution. Note: Expense report transactions that have been saved but never submitted by the transaction preparer (status in ERS is “Saved”) do not appear in OBI aging reports, but the expenses included on them may still be aging.

   Find and monitor transactions 

   • Transaction preparers and approvers: View all expense requests that are pending approval and where they are in their workflow using Pending Transactions (available under OBI Financial Inquiry Tools).
   • Financial managers and analysts: Use the OBI Expense Requests - Aging Report to find and monitor expense requests that include aging transactions.
2. Approver approves, requests more information, or rejects
   This is done when the status is Pending Approval. Refer to How To: Approve, Request More Info, or Reject an Expense Report, Advance, or Non-PO Payment.
   • Financial managers and analysts can use the OBI Expense Request Efficacy (ERE) Dashboard to effectively analyze, manage, and improve expense request processing in their school or unit.
3. The Business Expense team approves, requests more information, or rejects
   This is done when the status is Pending Audit Review. Transactions that have been submitted for approval and have no rejections are typically processed in a matter of days. However, in some cases a transaction can stop progressing in its workflow; refer to Topic Overview: Reimbursements and Expense Reports for guidance on how to resolve problems based on the current status.
4. Accounts Payable (AP) submits for payment/reimbursement processing
   This is done when the status is Pending Payment.
5. Transaction is cleared and posted to the PTA
   Once an expense report is fully approved and AP has processed the payment, the transaction status will show as Paid, the transaction will post to the PTA(s), and the transaction will be cleared and no longer appear in aging reports.

Oracle Business Intelligence (OBI) Dashboard Landing Page

The Expense Requests and SU Card Activity Dashboard includes reports about aging, outstanding, and cleared credit card transactions, advances, and expense requests.

Role-based Resources for Finding Transactions

Use these charts to find information about the status of credit card transactions, advances, and expense requests. Access to this information varies by role.

How to Find Aging and Force Cleared Transactions

How to Find Transactions in Any State and a Summary of Activity