FMS continually assesses the financial ecosystem for opportunities to improve and simplify. With over 260,000 Purchasing card (Pcard) transactions annually, streamlining the process of verifying and approving them can save thousands of staff time in their day.
On November 17, FMS will release a set of enhancements to the user experience in the PCard module (described below) as well an option for PCard approvers to use a mobile app to make it easier to review and approve transactions.
What’s changing in the PCard module?
Enhancements to the PCard module were focused on improving the user experience and aligning it to similar system experiences.
The changes for verifiers include:
- Updates to provide a similar user experience as the Expense Requests System:
- Meal Expense Type options will match those seen in the Expense Requests system for consistency.
- Expenditure type choices will have built-in logic with a list of options and common choices.
- If a Meal Expense Type is chosen, the system will display the top five most common Meal Expenditure Types in the drop down list.
- If a non-meal Expense Type is chosen, the system will display the top ten most common Expenditure Types at the top of the drop down list and then other options.
- Populate Multiple PTAE approvers: If there are multiple PTAEs for the transaction, all relevant approvers will be populated (using the Populate Approvers button after entering all the PTAEs)
- Generate business purpose: Similar to Stanford Easy Pay, verifiers can enter the business purpose as they do today or select the generate business purpose option and fill in the 5 Ws in separate fields. (who, what, when, where and why).
- Simpler choices for "Was Correct Sales Tax Paid?” and “Does this purchase include a personal expense?” Verifiers will only need to choose from either “Yes” or “No,” removing the option for “Partial.” If the correct tax was not paid (partially or in full), select “No” and if the charge includes any personal expense, select “Yes.”
- Drag and drop attachment functionality added to make it easier to add receipts and documentation.
- New buttons, “Next” and “Previous,” to navigate to the next or previous transaction instead of having to go back to the worklist and select another transaction.
- Elimination of a separate Disputed charge form. If the charge is disputed, verifiers will no longer need to fill out a separate form and upload it to provide information about the charge. There will be a radio button selection to indicate when a transaction is disputed and instructions on what information to include in the business purpose.
- As a result of the above changes some fields, such as the Business Purpose, were relocated to optimize the layout of the screen, accommodating the addition of radio buttons and dynamic fields and to provide a balanced and streamlined user flow through the page.
PCard Approvers will notice:
- Return reasons: Similar to ERS transactions, the addition of the return reasons will improve reporting and understanding of why PCard transactions are returned, which can help clarify the needed next steps.
- When “Other” is selected, the note field becomes mandatory.
- Ability to approve on the go with the Mobile Approvals app.
Resources to support verifiers and approvers will be updated November 17
- Recently simplified PCard Topic Overview
- Learn about the Purchasing Card module
- How to Verify PCard Transactions
- How To Review, Approve or Reject PCard Verifications
Join the information session on November 20
Register for the Information Session: Preparing for Winter Close and a Review of Recent Enhancements
This event is helpful for: ERS preparers and approvers, PCard/TCard cardholders, verifiers, and approvers. The agenda includes:
- Review recent enhancements to simplify Stanford
- Preparing for winter closure
- Business Expense: Key transaction deadlines and reminders
- Card Services: Preventing fraud on your PCard or TCard
- Live question-and-answer session