Cardholders and departments must repay Stanford University if a personal expense is accidentally charged to a Purchasing Card (PCard). Repayment consists of depositing funds back to the university and documenting the repayment during the PCard transaction verification process.
How To Handle Personal Expenses Charged to the PCard
Before You Start
- Report the personal charge to your PCard Administrator as soon as it is identified, following any required timelines to help prevent potential policy issues.
- Confirm the charge has fully posted to your account (not pending) and that a 7-digit PCard Transaction Number is available.
- Collect required transaction information for your payment note, including the exact amount, last four digits of the PCard, 7-digit transaction number, and PTAE used.
- Retain the receipt and prepare a brief explanation of how the personal charge occurred, keeping this documentation for your records.
- Obtain a personal check or money order payable to Stanford University for the personal PCard charges
- Attach a note explaining that payment is for personal charges on PCard (ending in XXXX). Include the (seven-digit) PCard Transaction Number and the PTAE for the deposit
- Give the check and note to your department's deposit preparer
- Department deposits the payment following How To Process and Deposit Department Receipts guidance
- Department forwards deposit confirmation to the PCard verifier
- Follow instructions to Verify PCard Transactions (include the reason the personal expense was made on the PCard)
- Determine the amount of the personal PCard purchase
- Note the PTAE used for this transaction
If the transaction associated with the personal expense has been force cleared, review next steps at Topic Overview: Managing Aging and Outstanding Expense Transactions.
- PCard verifier attaches a proof of deposit (mobile or branch deposit confirmation) to the PCard transaction backup
- The proof of deposit serves as proof that the personal expense has been repaid
For proof of deposit using JPM Electronic Deposits, use the transaction detail from the JPM Application.
After you complete the verification process with the attached deposit receipt, the PCard transaction record will reflect that the personal expense has been repaid to Stanford University. The transaction can then be finalized in the verification system.