Stanford cardholders, custodians, verifiers, managers and authorized approvers use the Credit Card Profiles Change Request tool to view, request changes to, and approve Stanford Purchasing Card (PCard) and Travel Card (TCard) account profiles.
Learn more about changes that can be made and who is authorized to make them:
Authorized users of the tool can also view credit card profile information using the SU Credit Card Custodian dashboard report.
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.
To reactivate a suspended card, see How To Reactivate a Suspended PCard or Travel Card.
Manage Stanford Purchasing Card (PCard)/Travel Card (TCard) Account Profile
Before You Start
Request a change using the Credit Card Profiles Change Request Tool if the cardholder/custodian is no longer with the university or has transferred to another Stanford department. If help is needed, submit a Support Request with the desired change.
For details on using Expense Reports to manage Travel Card Expenses, review the STARS Course, FIN-0402: Expense Reports with Travel Card Transactions and/or view the Learning Supplements, Expense Reports with Travel Card Transactions Task Demonstrations.
- Go to Oracle Financials
- Select Login
- Enter SUNet ID and password, if prompted
- Select SU Inquiry Tools and Forms from Navigator
- Select Credit Card Profiles Change Request
- Select the Card Profiles tab
- Review current profile information for all available PCard and TCard accounts to ensure fields are accurate
- Locate card profile to change on Card Profiles screen
- Select the status in the Change Request column
- 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
- Ensure outstanding expense reports that have card transactions are completely approved
- Ensure new Verifier has completed required training
- Ensure department grants access to appropriate Card modules. Learn more in System: Authority Manager.
- 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
- Select Per Transaction limit (can only be lower than standard limit amount)
- Business Address - Enter or verify that your Stanford business address is complete, with building, room, and/or suite number
- Alternate Address(One Time Card Delivery 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 and the permanent address must be Stanford.
- Change to be approved by one of up to three choices (drop down with pertinent names listed):
- 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 unrestricted, non sponsored and chargeable.
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
- Exception Category (drop-down)
- List of Exception Categories: (Listed in alpha order)
- eCommerce
- Force Clear Exception
- Hardware
- Merchant Category Code
- Per-Transaction Limit update (Note: this is to temporarily increase it)
- Professional Services
- Tax Reporting Exception
Utilities
For guidance on purchasing cloud computing services and software, visit the Purchase Services Topic Overview.
- List of Exception Categories: (Listed in alpha order)
- 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.
- Select multiple card profiles in the Card Profiles screen
- Select Request Change
- Select multiple card profiles in the Process Change Request screen and select update from the list:
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
Cardholder or Custodian – (Department PCard(s) only within the same department). Enter and select name or SUNet ID of the new cardholder or custodian (must be a Stanford employee).
Select Card Status
- Close - Select Close Date
- Suspend - Select Start and End Date, select suspension reason
- Active
Business Address - Enter or verify that your Stanford business address is complete, with building, room, and/or suite number
Guarantee PTAE – select new project, task, award and expenditure type (enter project first). Guarantee PTAE should be unrestricted, non sponsored and chargeable.
Select Per Transaction limit (Purchasing Cards only, can only be lower than standard limit amount)
Temporary Monthly Limit - Cannot exceed $50,000
- Select Temporary Monthly Limit Start and End Date
Change to be Approved by - Enter and select name or SUNet ID of the approver with sufficient authority to approve the change (Cardholder’s manager for non-financial changes or Financial Approver for financial changes). If left blank, it will automatically default to the cardholder’s manager. A list of eligible approvers will also appear at record level.
Select Apply
Changes can also be applied to a card profile by updating their individual fields
Success/Reject message will display (make appropriate corrections)
Select Review and Confirm
Alternatively, an Excel spreadsheet can be edited and uploaded with a list of payees and line information. Select Upload Lines for the Excel Spreadsheet and instructions. Learn more in How To: Upload Expense Lines from Excel.
- Scan or use a smartphone to photograph required documents to be attached to the request into a file
- Name file and save on the computer Allowed file formats include .pdf, .jpg, .png, .doc, .docx, .xls, .xlsx.
- Select Attach/View Receipts button to open the Attachments window
- Select Browse to navigate to file
- Select file or use Drag and Drop feature to add files
- Select Open
- Repeat until all files are in Files ready to upload
- Select Upload file(s)
- Select Close to close the Attachments window
After requesting submission, requester can use the Credit Card Profiles Change Request tool to do these optional tasks as needed for the request:
- Locate the submitted request on the Card Profiles screen
- Select the status in the corresponding Change Request column
- Scroll to the bottom of the change request
- Enter message in the Notes field
- Enter or select the name or SUNet ID in the Notify field
- Select Send Message
- Locate the submitted request on the Card Profiles screen
- Select the status in the corresponding Change Request column
- Scroll to the bottom of the change request
- Enter a comment in the Notes field
- Enter or select the approver name or SUNet ID in the Notify field
- Select Add Approver
- If needed, select Remove Approver
- Locate the submitted request on the Card Profiles screen
- Select the status in the Change Request column
- Scroll to the bottom of the change request to view workflow Activity History
- Locate the submitted request on the Card Profiles screen
- Select the status in the Change Request column
- Scroll to the bottom of the change request
- Select Withdraw Change Request
- 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.
- Select the Card Profile Change Requests link in the notification (authenticate for Oracle access if necessary)
- Review the request details and its activity history (changed items can be identified because the previous value is shown in red text)
- Scroll to the bottom to enter Notes as needed
- 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.
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.