Finance administrators and department staff use the OBI Credit Card Transactions report from OBI Dashboard: Expense Requests and SU Card Activity (ERR) to find Travel Card (TCard) or Purchasing Card (PCard) transactions that have been force cleared, usually due to aging. Learn more in:
- Topic Overview: Stanford Travel Cards (TCard)
- Topic Overview: Stanford Purchasing Cards (PCards)
- Topic Overview: Managing Aging and Outstanding Expense Transactions
- System: Expense Requests
- System: Purchasing Card (PCard)
- Policy: Clearing of Aging Transactions (timing and process of force clearing cycles)
Find Force Cleared PCard and Travel Card Transactions
Before You Start
- You must have authority to see the relevant credit card transactions in OBI Financial Reporting using the Expense Requests and SU Card Activity (ERR) Dashboard >Credit Card Transactions report.
- Know the scope of desired selection criteria, usually the department org code
- Know the GL Period range that encompasses the desired force clear cycle(s)
- Go to OBI Financial Reporting
- Enter SUNet ID and password, if prompted
- Select the Dashboards menu from the toolbar
- Select the Expense Requests and SU Card Activity dashboard from the dropdown
- Select Credit Card Transactions on the dashboard home page
- Select SU Credit Card Transaction Status Description: FORCED APPROVED
- Enter the First GL Period Name and Last GL Period name of the desired GL Period range in the format MMM-YYYY
- Enter other selection criteria as desired e.g. the Organization (department org code)
- Select Apply
- 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
TCard Transactions
- Review force cleared GL Period Name
- Review ER Total Force Clear Fee Amount and Expense Request Business Purpose Text
PCard Transactions
- Review SU Credit Card Transaction Status Description and Expense Request Business Purpose Text
- Review SU Credit Card Transaction Amount for the force clear fee (Force clear fees are charged using expenditure type 58510-INTERDEPT CHG)
What Happens Next?
- Follow the guidance in Topic Overview: Managing Aging and Outstanding Expense Transactions about Managing Force Cleared PCard and TCard Transactions
- For questions about force cleared transactions, please submit a PCard/TCard support request.