A Purchasing Card or Travel Card may be suspended by Stanford due to the following reasons:
- The cardholder is on extended leave.
- Improper use of the Purchasing Card is under investigation by the university.
- An individual Purchasing Card or Travel Card has transactions that are force cleared by FMS in two different quarters in a rolling 12 month period.
A suspended Purchasing Card or Travel Card can be reactivated, using the same card number, when:
- The cardholder, manager or financial approver submits a reactivation request through the Credit Card Profiles Change Request tool that the employee has returned from extended leave. If there are any issues or questions about the tool, submit a support request
- The Card Services team has determined the cardholder is eligible to continue using the PCard.
- The cardholder whose card has been suspended for force cleared transactions follows the request process below to reactivate the card.
How To Reactivate a Suspended PCard or Travel Card
Before You Start
Request the reactivation of Stanford cards for employees who have returned from leave, in the Credit Card Profiles Change Request tool;
To reactivate a card after a 60-day suspension period ends, a cardholder must:
- Clear any outstanding PCard or Travel Card transactions on the suspended card.
- Retake the relevant training class:
- Fill out and sign a Credit Card Reactivation Attestation form stating that they understand and will comply with Stanford’s credit card policies, have retaken the related STARS training, and understand the consequences of non-compliance with policies. The form must then be approved (signed) by a key finance contact in their school or budget unit.
- Submit the reactivation request through the Credit Card Profiles Change Request tool and attach the signed attestation form.
See Step 4 of How To Find Suspended Credit Cards to view Data for Suspended Cards and identify the date of suspension to confirm it is over 60 days in the past.
- Select SU Inquiry Tools and Forms from Navigator
- Select Credit Card Profiles Change Request
- Select the Card Profiles tab in the left menu
- As the cardholder, custodian or verifier, review current profile information for all available PCard and TCard accounts to ensure all fields are accurate
- Locate card profile to change/reactivate on Card Profiles screen
- Select View/Change for the applicable card
The suspended statuses are,
- Card Misuse
- Leave of Absence (does not require an attachment to reactivate)
- Non-Permissible Purchase
- Policy Violation
- Suspicious Activity
- Select Change button in the Card Status field.
- Select “Active” to reactivate a suspended card
- Attach the signed and approved Credit Card Reactivation Attestation form to the profile change request tool transaction.
- Select the appropriate individual to approve the reactivation request under the “Change to be approved by” field.
- Select the Submit Change Request button on the bottom right.
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.
How to avoid card suspension for force clearing
- Clear transactions on time. It is a best practice to verify and approve aging transactions within 10 days. To avoid force clearing, always verify and approve card transactions within 60 days of travel (for Travel Cards) or posted date (for PCards). Visit the Fingate page Clearing of Aging Transactions for clearing deadlines in Fiscal Year 2024.
- Monitor aging transactions reports to ensure timely clearing. The Fingate page Managing Aging and Outstanding Expense Transactions describes tools and reports within Oracle Financials that preparers, approvers, or finance staff can access to monitor aging credit card transactions and to look up or view transactions. The page includes a chart on how to find aging transactions based on role. To find and take action on force cleared PCard or Travel Card transactions, use the OBI Credit Card Transactions Report.