The Credit Card Profiles Change Request tool is used to manage and request changes to Purchasing Card (PCard) and Travel Card (TCard) account profile information. The tool can track the progress of these change requests, and approval can be completed by required approvers.

Use the tool to request changes to:

  • Cardholder or Custodian (department PCard only within same department)
  • Verifier
  • Card status - Close, Suspend or Active
  • Business Address
  • Alternate Address
  • Guarantee PTAE
  • Monthly Limit
  • Temporary Monthly Limit
  • Per Transaction Limit Exception
  • MCC (Merchant Category Code) Exception

Current card profile information can be viewed in the tool by the current cardholder/custodian, verifier, cardholder/custodian’s manager and the financial approver who originally approved the card application. Credit card profile information can also be viewed using the OBI SU Credit Card Custodian report.

If the cardholder/custodian is no longer with the university or has transferred to another Stanford department, please submit a Support Request with the desired change. 

The recommended browser for Oracle is Firefox - Refer to University IT Browser Recommendations for details.

  1. Enter https://ofweb.stanford.edu in the browser
  2. Select Login
  3. As prompted, log in with SUNet ID and password

  1. Select SU Inquiry Tools and Forms from Navigator
  2. Select Credit Card Profiles Change Request

  1. Select the Card Profiles tab in the left menu
  2. As the cardholder, custodian or verifier, review current profile information for all available PCard and TCard accounts to ensure all fields are accurate

  1. Locate card profile to change on Card Profiles screen
  2. Select the status in the Change Request column
  3. Select Change buttons to enter details for one or more items to change: 
    • Cardholder or Custodian – (Department PCard only within the same department). Enter and select name or SUNet ID of new cardholder or custodian (must be Stanford employee).
    • Verifier – Enter and select name or SUNet ID of new verifier
    • Transfer Pending Transactions (PCard only) – Defaults to Yes to transfer pending PCard transactions to new verifier
    • Select Card Status
      • Close - Select Close Date
      • Suspend - Select Start and End Date
      • Active
    • Business Address - Enter or verify that your Stanford business address is complete, with building, room, and/or suite number
    • Alternate Address - If you are working remotely, enter the non-Stanford address where you receive mail. Note that the card cannot be delivered to a PO Box
    • Change to be approved by one of up to three choices:
      • The cardholder/custodian’s manager
      • The financial approver(s) for the PTA linked to the card
      • The person who approved the original credit card application. The requester can then choose the person with sufficient authority to approve the change
    • Guarantee PTAE – select new project, task, award and expenditure type (enter project first). Guarantee PTAE should be non-restricted and-non sponsored PTAE.
      Change of guarantee PTAE affects only future transactions. Previous transactions are not impacted by this change.
    • Monthly Limit – Enter new monthly dollar limit which cannot exceed $50K similar to the temporary monthly limit
    • Temporary Monthly Limit - Cannot exceed $50,000
      • Select Temporary Monthly Limit Start and End Date
    • PCard Exception Request
      • Select Start and End Date
      • Per-Transaction Limit - Enter temporary transaction limit
      • MCC (Merchant Category Code) - Enter code provided by JPMorgan Chase
      • Reason for Request - Provide business justification for the exception request and include merchant name
    • Financial Approver – Select PTAE Financial Approver to approve changes

1. Notes to approvers and Card Admin are optional
2. Fields to be changed cannot be blank. If a mistake is made, select Clear Changes in the upper right and start again.


 

Next Steps 

After a profile change request is submitted, designated approvers in the workflow will receive an email notification about the need to review and approve, along with directions about how to do so. 

Please ensure Outlook and Oracle email notifications with attachments are enabled in the Display Preferences section. For more information about setting your preferences in Oracle, refer to How To: Set General Field Default Preferences.

Once approved by all approvers, Card Administration (Card Admin) will complete the request. The requester will be notified when the request is completed.

After requesting submission, requester can use the Credit Card Profiles Change Request tool to do these optional tasks as needed for the request:

Send a Message to a valid person included in the Change Request
  1. Locate the submitted request on the Card Profiles screen
  2. Select the status in the corresponding Change Request column
  3. Scroll to the bottom of the change request
  4. Enter message in the Notes field
  5. Enter or select the name or SUNet ID in the Notify field
  6. Select Send Message 
Add an Approver to the Workflow
  1. Locate the submitted request on the Card Profiles screen
  2. Select the status in the corresponding Change Request column
  3. Scroll to the bottom of the change request
  4. Enter a comment in the Notes field
  5. Enter or select the approver name or SUNet ID in the Notify field
  6. Select Add Approver
  7. If needed, select Remove Approver
Monitor Workflow Progress after Request Submission
  1. Locate the submitted request on the Card Profiles screen
  2. Select the status in the Change Request column
  3. Scroll to the bottom of the change request to view workflow Activity History
Withdraw Change Request
  1. Locate the submitted request on the Card Profiles screen
  2. Select the status in the Change Request column
  3. Scroll to the bottom of the change request
  4. Select Withdraw Change Request
View Requested Change Requests that have been completed
  1. Select Completed Requests from the left menu

Individuals designated as approvers for Credit Card Profile Change Requests will receive an email notification about the need to review and approve the request, along with directions about how to do so. The notification will also appear in the assigned Oracle Worklist.

  1. Select the Card Profile Change Requests link in the notification (authenticate for Oracle access if necessary) 
  2. Review the request details and its activity history (changed items can be identified because the previous value is shown in red text) 
  3. Scroll to the bottom to enter Notes as needed
  4. Select Approve Change or Reject Change
    Requests to approve are also accessible in the Credit Card Profiles Change Request tool by selecting Requests to Approve, and opening the request by selecting the Request ID or the link in the Change Request column.
Last Updated: Jul 20, 2022

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