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Financial Management Services (FMS) continuously strives to improve its products and services to support financial excellence at Stanford. This page, updated regularly, serves as a resource for university departments and stakeholders to stay up to date on larger projects that involve a change in policy, process, and/or a system and impact a broad or direct audience groups. 

Many of these projects and enhancements are related to the FMS Client Satisfaction Survey, which is an ongoing conversation with the Stanford community to learn about their experiences with the financial tools, systems, and services that FMS provides. Once a project is completed, it will be moved to the bottom section for reference.  

Recent updates are summarized below. For information about additional recent updates not covered on this page, refer to the ongoing news resources for specific areas:

Spring 2026

  • March 27: Enhanced endowment report maximizes fund utility: Enhancements to the Endowment Income Fund Management report (formerly known as the Unused Funds Report) improves how fund owners identify accumulated income and provide clarity on whether income is being spent or reinvested.
  • March 30: SmartMart Contracts user interface changes: A routine SmartMart system upgrade changes the user interface for new contract and contract amendment requests. 
  • April 6: Approve expense reports on the go: The latest addition to the Stanford Mobile Approvals app lets approvers quickly review and approve expense reports and reimbursement transactions on supported devices. 
  • April 6: Simplified expense report and PCard transaction processes: A package of improvements to the user experience (for preparers and approvers) includes streamlined transaction entry and automated currency conversion. Approvers will also have the option to edit certain parts of the transaction during the approval process, reducing the need to return or reject transactions.
  • May 1: Updates to selected FMS service fees: Starting in May 2026, FMS payment handling and service fees will increase from $35 to $50. Learn more about how departments can continue to use best practices to minimize these fees where possible.

December 2025/January 2026

  • Enhanced status details in Supplier Query and Request tool: New clickable supplier action-related statuses describe required information needed from a supplier for more efficient follow ups.
  • Simpler way to close multiple purchase orders: New self-service functionality will streamline the process to finally close up to 100 POs at a time.
  • Enhancements to PTA Manager’s Capital Projects Closeout functionality: New improvements will make it simpler and faster for schools/units to close or cancel capital projects and recover unused funds.
  • Accounts Payable address change: Effective Jan. 15, 2026, Stanford transitioned its AP address from a PO Box to a physical mailing address for certain invoice and refund check submissions. Applicable systems and Stanford-issued checks will include the new address starting March 2, 2026. 

MonthProject name and description
February
  • Save time on ERS reimbursements and PCard verifications: Updates within the Expense Requests System (ERS) and the PCard Module, made in response to campus feedback, will increase user efficiency. 
    • Beneficiary process: Beneficiary information will only be required for expenses with specific tax implications such as relocation expenses, STAP expenses and gifts. For ease of use, the beneficiary field will be moved to the end of the transaction, and some related fields, such as the beneficiary attestation box, will be removed or updated. 
    • User experience: Pages and fields within ERS transaction processing and PCard verification will be updated to make them more intuitive. 
  • Stanford Travel Connect: Access travel discounts and benefits when booking directly: The Stanford Travel Connect portal enables travelers to link multiple personal airline loyalty accounts to the Stanford Travel Program. Once linked, travelers can book directly on the airline’s website or app and access Stanford-negotiated discounts and exclusive university benefits. At launch, Stanford Travel Connect will include three major airlines, with plans to add more in the future as they come online.
  • Approve requisitions on the go with a new mobile app: After a successful pilot phase, the Stanford Mobile Approvals app is now available for purchase requisition approvals on supported devices. 
  • Claiming incoming funds just got easier: The Deposits and Receipts Manager (DRM) now offers multiple claiming and allocation options, including claims to multiple PFOs/PTAEs, partial claims, and unclaim (reverse) a completed claim. These enhancements save time, improve accuracy, and streamline financial processing and reporting. 
  • Removal of PO Suppression functionality: Suppression functionality has been removed from the Requisition and Purchase Orders Query tool. Departments should use PO management best practices to reduce risk and support accurate financial reporting.
  • Updates to one-time registration system for new domestic suppliers: On Feb. 14, Oracle upgraded the system used by new domestic suppliers (Stanford Supplier and Payee Registry) with a redesigned user interface. There is no change to the change request system that new and existing domestic suppliers use to add or edit their profile details.
March
May
July
  • New report supports stewardship of expendable gifts: FMS designed and launched the Expendable Gift Fund Management report, which identifies underutilized gift funds for review and potential use and to monitor that funds are spent in a timely manner.
  • Approve self-service PTA changes on the go: As of July 14, approvers can use the Stanford Mobile Approvals app to review and approve purchase order PTA change requests submitted through the self-service Requisition and Purchase Orders Query tool. 
  • Add attachments faster in ERS: As of July 21, new ERS functionality lets preparers upload multiple attachments to a transaction and easily assign them to a specific transaction line or to the header of the transaction; the option to fax attachments to ERS or the PCard Module has been removed.
August/ September
  • Status labels for supplier setup clarified: On September 22, the status labels for non-SU payee (supplier, visitor, and independent contractor) record requests were updated to help departments identify next steps in the process.
  • Simplified recertification requirements for key financial courses: The recertification timelines for two certification courses have been extended, reducing the number of times that staff will be required to retake the course. 
  • OBI Finance Authority Dashboard: New dashboard provides an improved, simplified user interface and report format to help users efficiently search for information and create authority reports.
October
  • New tool supports supplier selection: After a successful pilot, FMS has expanded access to the Supplier Explorer Tool, helping departments to source potential suppliers, including those already onboarded with Stanford, that meet a variety of criteria such as local, small, and sustainable. 
November

TimeframeProject name and descriptionImpacted audience and description
November 2024
  • ERS attachment improvements: Recent updates to the Expense Requests System (ERS) now allow preparers to more easily upload multiple attachments at once. Earlier this year, several related changes also rolled out: an expanded list of allowable characters to use in file names, and a specified range of file formats for attachments, to ensure that auditors can open a file. These changes reduce the number of steps needed to attach multiple files; prevent unreadable files from becoming stuck in the system, returned, or rejected; and provide guidance on allowable file formats and characters within Oracle.
  • ERS rejection reasons consolidated: The Business Expense team consolidated and clarified the ERS transaction rejection reasons for local financial approvers. This change will provide clearer transaction rejection reasons for preparers, and allow approvers to more easily analyze, and take steps to decrease, transaction rejection rates.
  • New contract status in SmartMart Contracts: To increase transparency and support more efficient reviews of contracts, a new status “External Review” now displays in SmartMart Contracts. The status appears because a supplier requested changes to Stanford’s standard contract language that must be reviewed and approved by the relevant policy stakeholder. This status supports contract requestors in tracking the review and approval steps in the workflow.
  • Ability to add unique justifications to bulk fund transfers: Those who have bulk fund transfer authority and submit requests to Fund Accounting by uploading a template in iJournals can now add unique justifications to the individual line level (when needed). This enhancement provides more accurate transaction data for iJournals approvers and financial report users.
  • WalkMe expansion to support all users of Oracle Financials After a successful pilot, FMS expanded access to a new learning solution (WalkMe) that provides helpful tips and guidance to users as they navigate the Oracle Financials systems. 
 
July 2024

Enhancements to increase procurement efficiency
FMS will continue to release a series of enhancements that streamline purchasing activities while preserving effective risk mitigation. In July, the improvements focus on:

  • Updating the Supplier/Payee Request form to support independent contractors (ICs) and non-PO contract setups
  • Reducing the number of invoices requiring department approval
  • Including frequently needed invoices and payment details in the Requisition and Purchase Orders Query tool
  • Implementing automatic line item cancellation for Amazon for Business POs
Supplier/payee requesters, preparers of requisitions and purchase orders, invoice processors and approvers 
May 6, 2024

Enhancements to increase procurement efficiency
FMS' Procurement Services continuously examines opportunities to enhance processes or provide new solutions to support purchasing needs for the university while maintaining financial stewardship excellence. A number of efforts are planned in the coming months to streamline purchasing activities:

Purchasers, preparers of transactions, and approvers
May 18, 2024

Labor Distribution Adjustments (LDA) system-related enhancements

  • OSA error reason codes: FMS will add error reason codes for the LDA system’s organization suspense account (OSA) section to help users understand the root cause of why a payroll transaction failed to post to its original PTA and instead posted to its OSA. This enhancement streamlines and expedites the investigation process and fosters financial stewardship. Learn about the LDA system.
  • Labor Distribution User Query Tool: FMS will update the tool’s interface and search functionality to enhance user experience, making it easier to efficiently identify the labor scheduler or labor distribution adjuster for a particular employee. Learn about the LD User Query tool.
 
May 18, 2024PTA Manager system - Enhanced close request notifications
FMS will enhance PTA Manager with additional details about invoices or transactions that prevent a PTA close request from being processed. Error information will be available both within the system and from email notifications to help departments proactively resolve these issues. Learn about the PTA Manager system.		 
February 2, 2024Card suspension warning notifications begin for force cleared transactions
Starting with the Feb. 2, 2024 force clearing, a warning notification email will be sent to the cardholder, their manager, and the finance contact in their school or budget unit if FMS force clears an individual PCard or TCard transaction. If FMS force clears transactions for the same PCard or TCard in the May force clearing cycle, the card may be suspended. 
Learn more: Topic Overview: Stanford Purchasing Cards (PCards)		Individual cardholders of PCard and/or TCard
February 5, 2024Updated iJournals access model and required training
This change mitigates financial risk by limiting iJournals system access to individuals who are responsible for standard journal transactions and by providing them with foundational knowledge. Starting early February, new employees who need access to iJournals will need to be granted the appropriate privilege and complete required training. Existing iJournals Public users will have 90 days to complete the training requirements by May 10 to retain iJournals system access.
Learn more: Supporting financial excellence: Updated iJournals access model and required training		iJournals system users
February 26, 2024New self-service functionality to change PTAs and cancel purchase orders
Procurement Services is continuously examining opportunities to create self-service options that allow users to complete tasks that do not require central review. On Feb. 26, 2024, new functionality was added to the Requisition and Purchase Orders Query tool to support changing PTAs and canceling eligible POs. 		Employees who manage Purchase Orders
February 26, 2024Additional improvements to AP invoice holds 
On Feb. 26, 2024, Accounts Payable (AP) made enhancements to the invoice hold resolution process that  included adjusting the frequency and recipients of invoice hold notifications, streamlining the hold description in the Requisition and Purchase Orders query tool, adding the purchase requisition/order links to invoice hold notifications, and reviewing current invoice hold thresholds to adjust these controls in a way that would still preserve effective risk mitigation.		Employees who manage invoices
February 26, 2024New combined system to correct mobile deposits and claim unidentified receipts
The new Deposits and Receipts Manager application combines the Unidentified Receipts & Branch Deposits website and the Stanford Mobile Deposits Correction Tool under one site accessible from the Oracle Financials home menu. Depositors can correct JPM Access mobile check deposits, claim cash or check deposits made at a branch, and claim incoming ACH and wire transfers all in one place. In addition, employees will now be able to claim receipts to 5-series expenditure type codes directly within the Deposits and Receipts Manager tool. The new combined system will require the granting of an authority privilege and the completion of annual financial training.
Learn more: New Deposits and Receipts Manager System		Employees who deposit through JPM mobile and/or  who claim deposits from branch or wire/ACH
February 26, 2024Updated ERS rejection and return reasons used by Business Expense team
The Business Expense team is consolidating, updating and standardizing the rejection and return reasons used by auditors for all Expense Request transactions in ERS. This change makes the reasons more clear and helps ensure that preparers and approvers understand what steps to take to update rejected and returned transactions.
Learn more: Updated ERS Rejection and Return Reasons Roll Out Feb. 26		Expense Report and Non-PO Payment preparers and approvers
February 26, 2024Streamlined invoice upload functionality for rush, wire, or will call requests
Procurement Services is streamlining the invoice upload functionality to request rush, wire, or will call payments by adding drop down menus to support selecting the correct non sponsored Project, Task, and Award, which will only display when the option to add Rush, Wire, or Will Call payment methods are selected. 
Learn more: Streamlined invoice upload functionality for rush, wire, or will call requests		Employees who manage invoices
March 2021 - April 2024Merchant Services Transformation Project 
Through new technologies and security features, Merchant Services embarked on a multi-year initiative with three major phases. Phase one focused on reviewing the program for automation and streamlining. Phase 2 included an evaluation of Stanford’s payment ecosystem resulting in a series of strategic recommendations, cost/benefit analysis and proposed timelines for changes. Phase three consisted of three work streams to rebrand and reorganize the MS program, assess the payment gateway options, and transition ecommerce payment infrastructure to Independent Software Vendors. This included the 2024 launch of CardinalPay to support back end accounting and reporting activities and the front-end payment collection function to allow customers to interface with merchant payment pages to pay for Stanford products and services.		Merchant departments that accept payments for Stanford products and services
Nov. 6, 2023Streamlined requisition supplier selection
Based on feedback, and as part of efforts to streamline the iProcurement purchasing experience, FMS made improvements to how supplier sites are displayed in the Non-Catalog Requests system in iProcurement. Now, a single PO Delivery Email displays instead of potentially multiple suppliers and/or representatives, which can change or vary.
Learn more: Streamlined requisition supplier selection		Preparers of purchase requisitions
Nov. 2, 2023Updated Single/Sole Source Justification (SSJ)
As part of ongoing efforts to support a competitive supplier selection process, Stanford Financial Management Services (FMS) updated the Single/Sole Source Justification (SSJ) form in June. Continued improvements were made to the form in November.		Preparers of purchase requisitions
Jul. 31, 2023Streamlined Will Call Process
Effective July 31, 2023, a streamlined process and tools will make it easier to receive Will Call check payments for purchase order invoices and Expense Requests transactions.		Invoice payment and expense reimbursement preparers
Jul. 14, 2023PCard Module Enhancements
In an ongoing effort to improve and streamline the Stanford Purchasing Card (PCard) experience, several enhancements to the Purchasing Card module within Oracle Financials will launch on July 17.		PCard verifiers and approvers
Jun. 30, 2023Organization Code Hierarchy Tool
University Budget Office (UBO), Stanford Financial Management Services, and University (UIT) have partnered to develop a new robust organizational hierarchy management tool that can more effectively and efficiently support a broader set of the university’s needs.		Budget Officers and users of the organizational code hierarchy tool
Nov. 2022 - May 2023Cash and Check Deposit Enhancements
Through this multi-phase project, the CASHnet system was retired and new methods for recording cash and check deposits were implemented.		CASHNet users
Department depositors and any others involved in the cash and check deposit process.
Mar. 20, 2023New Travel Booking Channel: Key Travel
After a successful pilot with a few departments, the Stanford Travel Program launched Key Travel as a great option for travelers and travel arrangers. Key Travel is the world’s largest travel management company specializing in the humanitarian and academic sectors.		Travelers and travel arrangers
Feb. 20, 2023Change to iProcurement Access
Effective February 20, 2023, a new course, FIN-0420 Preferred Purchasing Methods, is required for new staff to access the iProcurement system. 
Please note: The recertification requirement was updated for this course in August 2025. Please reference the FIN-0420 Preferred Purchasing Methods course page for current requirements.		iProcurement system users
Oct. 1, 2022 to Jan. 31, 2023Update to Approver Training Requirement (FIN-PROG-0103)
Effective Jan. 31, 2023, all current requisition, expense journal, and labor distribution approvers must complete FIN-PROG-0103: Approving Financial Transaction to maintain corresponding approval authorities.
Please note:  The recertification requirement was updated for this course in August 2025. Please reference the FIN-PROG-0103: Approving Financial Transactions for current requirements.		Financial Transaction Approvers
Approvers (specifically requisition, expense journal and labor distribution approvers)
Jan. 30, 2023Enhanced Visibility Into Supplier Setup Status
A top theme in the 2021 Client Satisfaction Survey was a desire for increased transparency into the setup process so that appropriate action could be taken to expedite the setup. As a result, new and updated status labels are now available in the Supplier Query and Request tool for pending supplier or visitor payee requests. 		Requestors of supplier setup

Jan. 23, 2023


 

PTA Manager Enhancement

PTA Manager was enhanced to close non-sponsored PTA segments. The enhancements include the ability for users to select individual or multiple PTA segments to close and add an FYI email notification. The system will run data checks to validate the PTA is eligible for closure, process the request, and send email notifications to confirm the status of the close request.

PTA Manager users

Users of PTA Manager will be able to initiate request closures of non-sponsored PTA segments.

Jan. 17, 2023Lower Limit for Making PTA Changes Outside of PO Change Order Process
In alignment with improved related financial controls within transaction approval, the limit for changing a PTA on a PO without going through the change order process has been reduced from $2,500 to $1,000.		Purchase order preparers and approvers
Dec. 19, 2022New Statement of Work (SOW) Contract Type Available in SmartMart Contracts
As a continuation of improvements to the contracts process, this new SOW contract type is available for use when a Master Service Agreement (MSA) is already signed between Stanford and the supplier, and a preparer needs to obtain a signature on a Statement of Work document (hereafter SOW document). 		Contract preparers
Jul. 18, 2022eReceipts App Launch
eReceipts is an optional app that allows Stanford travelers or Purchasing Card (PCard) cardholders to take and upload pictures of business and travel expense receipts with a mobile device, tag them with an expense type, add comments if needed, and share them directly with their preparers and verifiers.		University travelers and expense request preparers and verifiers
May 9, 2022Annual Certification Required: Financial Stewardship Expectations Course
All existing faculty, staff or students accessing financial systems need to complete the course by May 9, 2022 to maintain access. Please note: The recertification requirement was updated for this course in August 2025. Please reference the FIN-PROG-0020: Financial Stewardship Expectations course page for current requirements.		Faculty, staff or students accessing financial systems
Mar. 15, 2022SmartMart Contracts Launch
The Contracts Process will now begin in SmartMart Contracts, rather than iProcurement Non-Catalog, for all procurement transactions that require Stanford signature (including zero dollar agreements). 		Contract preparers
Oct. 3, 2022Improvements to Invoice Hold Notifications
FMS will be updating notifications about the seven most common Accounts Payable (AP) invoice holds to clarify the hold’s purpose and the actions required to release the hold.		Staff who process invoices
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