linear_scale How To

Find Force Cleared PCard and Travel Card Transactions

To find Travel Card (TCard) or Purchasing Card (PCard) transactions that have been force cleared, use the Credit Card Transactions Report available from the OBI Expense Requests and SU Card Activity (ERR) Dashboard.

Individual PCards or Travel Cards with two force cleared transaction within a rolling 12 month period, will be suspended for 60 days. For more information about the suspension process, see Updated Card Suspension Process to Support Proper Use.

 

Find Force Cleared PCard and Travel Card Transactions

Be aware that:

  • Force cleared PCard charges will be posted to the credit card guarantee PTAE. 
  • Force cleared charges will not post to the right GL Period until a few days after clearing. It is recommended to wait for two days after clearing before running a report. 
  • For force cleared TCard charges, FMS will:
    1. create an Expense Report with Travel Card transactions that are over aging limits, and
    2. force approve the Expense Report which will post charges to the credit card guarantee PTAE

For more information, refer to:

  1. Enter https://bi.stanford.edu in the browser
  2. As prompted, log in by entering SUNet ID and password

  1. Navigate to the Dashboards menu located in the toolbar
  2. Select the  Expense Requests and SU Card Activity dashboard from the drop-down list
  3. Select Credit Card Transactions

To find force cleared transactions:

  1. To retrieve results, follow the Selection Criteria instructions near the top of the screen
    1. Select SU Credit Card Transaction Status Description: FORCED APPROVED 
    2. Select First GL Period Name and Last GL Period Name for the time period when the transaction(s) were force cleared
    3. Select other desired selection criteria (e.g., Organization or Award Number)
    4. Select Apply

Refer to Using Selection Criteria for OBI Reports for more guidance.

  • Use the Expanded with PTAE view to determine which credit card transactions have been force cleared (aka force approved) and to display the administrative fee charged

Refer to Topic Overview: Managing Aging and Outstanding Expense Transactions

TCard Transactions
  1. Review force cleared GL Period Name

Image of TCard transaction PTAE view showing GL Period Name

TCard transaction PTAE view with GL Period Name outlined

  1. Review ER Total Force Clear Fee Amount and Expense Request Business Purpose Text 

Image of TCard transaction PTAE view showing force clear fee amount

TCard transaction PTAE view with force clear fee outlined

 

PCard Transactions
  1. Review SU Credit Card Transaction Status Description and Expense Request Business Purpose Text

Image of PCard transaction PTAE view showing transaction description

PCard Transaction PTAE View with force clear transaction description outlined

 

  1. Review SU Credit Card Transaction Amount for the force clear fee
    Force clear fees are charged using expenditure type 58510-INTERDEPT CHG

Image of PCard transaction PTAE view showing force clear fee

PCard Transaction PTAE View with fee to force clear outlined

What Happens Next?
Last Updated: Sep 19, 2023