linear_scale How To

Verify PCard Transactions

PCard is a custom module of the Oracle Financials system used to verify, edit, search, approve or withdraw charges made against Stanford Purchasing Cards. This document provides detailed instructions for how to verify PCard transactions.

Verify PCard Transactions

Staff responsible for verifying, editing, approving or withdrawing charges made against department or individual Stanford issued Purchasing Cards will require training and access to SU PCards.

For guidance on what to do with PCard transactions aged over 60 days, visit the PCard section of Managing Aging and Outstanding Expense Transactions.

If personal charges are accidentally made using the PCard, clear the transaction as stated below referring to the personal amount to be paid back to Stanford University in the Business Purpose section. For more information, please see How To Handle Personal Expenses Charged to the PCard. The process to reimburse personal charges on the Purchasing Card (PCard) differs from the process to reimburse personal charges on the Travel Card.

  1. Go to Oracle Financials
  2. Select Login
  3. Enter SUNet ID and password, if prompted

  1. Select SU PCard
  2. Select the Transaction ID for the transaction you wish to review and verify

  1. Review information on the verification screen for accuracy
    • Review information on left of screen:
      • CardHolder Name      (last, first or department name)
      • Card Number                (XXXX-XXXX-XXXX-XXXX)            
      • Verifier Name               (last, first)
      • Transaction ID              (7 numbers)    
      • Amount                           (in USD)
      • Status                              (New, Returned, Withdrawn, Pending Approval, Approved)
         
    • Review information on right of screen:
      • Transaction Date        xx-Month (3 digit)-Year
      • Posted Date                  xx-Month (3 digit)-Year
      • Loaded Date                 xx-Month (3 digit)-Year
      • Merchant Order Number     Only if provided by the Merchant
      • Merchant                       Name of Merchant
  2. Select More Details to view additional details for the merchant if available
  3. Contact the Merchant if there are issues with the information 

Mandatory fields have an  *(asterisk) in the line. 

  1. Select Country (defaults to United States)
    • Must be changed if purchased outside of U.S.              
  2. Select *Expense Type (defaults to non-meal expense)
    • Non-meal Expense
    • Meal - Breakfast
    • Meal - Lunch
    • Meal - Dinner
    • Meal - Reception/Refreshments
    • Meal - Reception+Dinner
  3. Enter *Number of Attendees (Only appears if a meal expense is selected)
    • Must enter number of meal attendees
    • Cost Per Attendee  (System calculates according to the amount and number of attendees entered)
       
  4. Select Yes or No to the question, * Does this purchase include a personal expense?  (Defaults to No)
    1. If yes is selected, text appears on screen:
      • Personal expenses are strictly prohibited on PCards. Personal expenses accidentally charged to the PCard need to be immediately repaid directly to the correct PTAE by the department and proof of repayment or deposit needs to be attached as backup documentation.
        Refer to: How to Handle Personal Expenses Charged to the Pcard
         
  5. Enter the Business Purpose * for the transaction    
    Review Guidelines for Writing a Clear Business Purpose to ensure the business purpose meets requirements. The Business Purpose field defaults to the required 5 W's (Who, What, When, Where, Why) and must be answered when providing a business purpose for the transaction.
    • WHO: <type required response>
    • WHAT: <type required response>
    • WHEN: <type required response>
    • WHERE: <type required response>

    • WHY: <type required response>

      PCard Verification requires at least 10 additional words in total as an acceptable minimum business purpose. 
      The Business Purpose content can be copied from a template and pasted into the open field but the question words (Who:, What:, When:, Where:, Why:) must have colons after them to allow submission of the transaction for approval.

OR

  • Select Generate Business Purpose to enter the business purpose individually in the 5 required fields

    Be aware that completing the Generate Business Purpose link may delete existing information in the Business Purpose field

    • A copy of the  FYI: Business Purpose (first 30 characters) appears showing what will be available on reports.
       
  1. Select Yes or No to the question, Was Correct Sales Tax Paid? * (Defaults to Yes)
    • Refer to STEP 6 for further information about Use Tax

    • Select More Info to view Sales and Use Tax Guide

      i. If No is selected, enter *Location

      • Select the location from the drop-down menu where the item will be used to ensure use tax is properly calculated. See Sales and Use Tax:
        • Hopkins Marine Station (City: Pacific Grove, CA)
        • Jasper Ridge Biological Preserve (City: Woodside, CA)
        • SLAC (City: Menlo Park, CA)
        • Stanford Main Campus, CA (City: Stanford, CA)
        • Stanford Redwood City, CA (City: Redwood City, CA)
        • Stanford Research Park Palo Alto, CA (City: Palo Alto, CA)

        • Other (Other Stanford location or non-Stanford location)

          Calculate Total Taxable Amount for Location: Other
          i.   If Other was selected, enter City and State where the item will be used in Other Location field
          ii.  Enter tax rate without percentage sign in Other Tax Rate field, or select the Determine Tax Rate link,g using ZIP code to find the tax rate for the city and state specified
          iii. Tab out of the field. The Total Taxable Amount will be changed using that tax rate. 

  2. Select appropriate response to *Disputed (Yes or No) Defaults to No.
    1. If No is the response, continue to the next field.
    2. If Yes is selected,
      1. Start the Business Purpose with the word DISPUTED and include any related Credit Card transaction IDs (Disputed transactions or Credit transactions from the bank).
      2. Choose the appropriate * Dispute Reason from the list
        • Don’t recognize/did not authorize this charge
        • Duplicate charge
        • Charge amount doesn’t match receipt amount
        • Other

      3. If Dispute Reason Other is selected, (optional)

        • Enter thorough information in the Business Purpose regarding the dispute
           

        Dispute Advice 

        1. Contact merchant first regarding disputed item.
        2. If unable to resolve with the merchant, then the cardholder/custodian needs to contact JPMorgan Chase directly to file a dispute.
        3. Disputes will need to be resolved no later than 60 days from purchase date.
        4. If the merchant or JPMorgan Chase confirms the dispute is valid, a credit will be issued. The verifier can process the credit transaction.
        5. For more information, refer to How To: Dispute PCard Transactions to resolve disputed charges. 
           
  3. Save the transaction by selecting Save at the bottom or top of the page

Complete the Allocation (charge accounts) to the department's default PTA or other PTA

Charge One PTA/Expenditure Type
  1. Confirm the correct Charge Account is displayed or enter the correct PTAE
    • If the Expense Type is one of the five "meal" choices and if no alcohol was included, ensure that the Expenditure Type is either 52355 – FOOD or if the meal was for fundraising, select 52320 - FUNDRAISING MEAL ENTRTN UNALW.
    • If the meal expense includes alcohol, the entire meal amount (food, alcohol, tax and tip) should be allocated to a non-sponsored PTA and an unallowable Expenditure Type such as 52356 - FOOD – All working meals WITH ALCOHOL.
    • If meal expenses exceed the travel meal guidelines, include an explanation of the cost in the Business Purpose.
Charge Multiple PTAs/Expenditure Types
  1. Enter the first PTA as described in the instructions to Charge One PTA, including selecting proper Expenditure Type for food or alcohol, if applicable
  2. Select the Add Line button to enter another PTAE
  3. Enter the new PTAE
    • If the Expense Type is one of the five "meal" choices, and if no alcohol was included ensure that the Expenditure Type is either 52355 – FOOD or if the meal was for fundraising, select 52320 - FUNDRAISING MEAL ENTRTN UNALW.
    • If the meal expense includes alcohol, the entire meal amount (food, alcohol, tax and tip) should be allocated to a non-sponsored PTA and an unallowable Expenditure Type such as 52356 - FOOD – All working meals WITH ALCOHOL.
    • If meal expenses exceed the business meal guidelines, see Topic Overview: Business Meals, include an  explanation of the cost in the Business Purpose.
  4. Enter either a Percent or an Allocation Amount for the new PTAE
  5. Change the Percent or Allocation Amount for the original PTAE to charge the total amount (must equal 100 percent)
  6. Enter the Allocation (Split) Reason for the distribution when or if applicable (optional)
  7. Repeat to add additional PTAEs

This Step will display if the response above in STEP 4, f. "Select Yes or No to the Was Correct Sales Tax Paid?" was No. 

Use Tax is a tax imposed upon the storage, use or other consumption in California of tangible personal property purchased or leased through a retailer which is not subject to sales tax. Purchases by Stanford, where the property leaves the possession of the seller or title to the property transfers to Stanford at a point out-of-state, are subject to use tax, not sales tax.

Enter Tax Allocations for One PTA/Expenditure Type
  1. If tax was incorrect for this transaction, the information should have been entered above in STEP 4. f., Was Correct Sales Tax Paid? See STEP 4.f.
  2. Select the Create Tax Allocations button as needed.
  3. If tax was partially paid on the transaction and only a remaining portion needs to be paid, confirm that the amount paid is listed under Actual Tax Paid. The additional tax required will be calculated and the total will be the amount required by the location where the product will be used. 
    If more tax was paid than was required, Credit Card Services can determine if that should be deducted from the total tax and rectify with the government by accrual.  
  4. Confirm the correct Charge Account is displayed or enter the correct PTAE for the tax allocation. The Expenditure Type for the Tax should be the same as for the item(s) purchased. 

If tax was partially paid for the transaction and only a portion needs to be assessed, create a Support Request providing the PCard Transaction number and the partial tax that needs to be assessed for this transaction so that Credit Card Services can correct the tax. 

Enter Tax Allocations for Multiple PTAs/Expenditure Types
  1. If tax was incorrect for this transaction, the information should have been entered above in STEP 4. f., Was Correct Sales Tax Paid? See STEP 4.f.
  2. Select the Create Tax Allocations button as needed.
  3. Confirm the correct Charge Account is displayed or enter the correct PTAE.  The Expenditure Type for the Tax should be the same as for the item(s) purchased.
  4. Select the Add Line button to enter another PTAE
  5. Enter the new PTAE
  6. Enter either a Percent or an Allocation Amount for the new PTAE
  7. Change the Percent or Allocation Amount for the original PTAE to charge the total amount (must equal 100 percent)
  8. Enter the Allocation (Split) Reason for the distribution when or if applicable (optional)
  9. Repeat to add additional PTAEs

The approver should have authorized financial approval authority over the PTA(s) charged and may not have a reporting relationship directly or indirectly to the cardholder or card user for a department card.. An error message will display when incorrect approvers are selected. If a transaction has been pre-approved (i.e., if over the business meal limits) select the Pre-Approver as described in the “Enter the Approver to the Transaction” step below.

Enter the Approver to the Transaction
  1. Select the Populate Approvers button to populate the appropriate approver(s) for the PTAEs listed. (The authorized Approver is assigned according to the PTAE and amount of the expense.)
  2. After selecting Populate Approvers, you may select Approver, FYI or Pre-Approver from the Approver/FYI drop-down list to add additional approvers

Names in Oracle are in the format Last name, First name. If approver is not found, entering Last name, First initial or entering only Last name may pull up a list of possible matches. 

If the transaction has been pre-approved, obtain supporting documentation from Pre-Approver (which must be attached to the transaction in STEP 8), and add the Pre-Approver to the Approver Routings. 

FYI recipients and Pre-Approvers do not "approve" the transaction, but will receive notification regarding the transaction.

  1. To add additional approver(s), use the Add Approvers button
Find an Approver by Name
  1. After selecting Populate Approvers, you may select the Add Approvers button to add an additional approver to the Approval Routings
  2. Select the magnifying glass icon to search for an approver by name
  3. Enter the last name of the approver, with only first letter capitalized
  4. Select the Go button
  5. Select the radio button next to the correct name
  6. Select the Select button
  7. Select Approver, FYI or Pre-Approver from the Approver/FYI drop-down list  

Names in Oracle are in the format Last name, First name. If approver is not found, entering Last name, First initial or entering only Last name may pull up a list of possible matches. 

If the transaction has been pre-approved, obtain supporting documentation from Pre-Approver (which must be attached to the transaction in STEP 8), and add the Pre-Approver to the Approver Routings. 

FYI recipients and Pre-Approvers do not "approve" the transaction, but will receive notification regarding the transaction.

 

Find an Authorized Approver by Project and Task
  1. After selecting Populate Approvers, you may select the Add Approvers button to add an additional approver to the Approval Routings
  2. Select the Search for Approver by Project and Task icon to the right of the Approver name
  3. Enter the desired Project and Task numbers
  4. Select the Go button
  5. Select the radio button next to the desired approver name
  6. Select the Apply button

PCard transactions of $75 or more require the receipt to be attached. For transactions under $75, receipt requirements are at the discretion of the department.

After submitting, a warning message will display if an attachment is missing on a transaction of $75 or more. The warning message includes instructions on how to upload an attachment or explain why an attachment is missing.

There are two options for submitting receipts and backup documents. You can upload an image directly to the transaction or add attachments via the eReceipts application.

An attachment for PCard Transactions must be a legible copy of the entire receipt and clearly show:  

  • All text
  • Receipt Date
  • Location (when available)
  • Vendor/Business Name
  • Entire Receipt (Additional screenshots may be needed to include all of a lengthy receipt. 
     
Upload/Attach Receipts and/or Documents
  1. Scan receipts/documents and save to the computer
  2. Select the Upload/View Attachments link and follow the instructions to upload these documents
    OR
    After selecting the desired attachments, hold down shift and drag the files to the Upload Attachments page and drop the files
  3. Select Upload to add the attachments
    1. After adding receipt(s) in ERS Transactions, select Reassign to assign each eReceipt to the correct transaction line as needed.
  4. After uploading, select Close
Attach from eReceipts application
  1. Select Attach/View Receipts on the Transaction Review screen
  2. Select Add eReceipts to view all eReceipts shared with you for that Category (PCard or TCard/Personal Funds)
  3. Select the correct receipt(s) associated with the transaction
  4. Click Add Receipt button at the bottom
  5. Select Close at the bottom of the page to exit the Attachments page.  

 

 Attachments can be deleted up until the first approver approves the transaction. You can upload additional documents; access the transaction from PCard Worklist and select the appropriate link to upload them from the desktop.

PCard transactions of $75 or more require the receipt to be attached. For transactions under $75, receipt requirements are at the discretion of the department. 

  1. Confirm receipts and/or documentation has been attached to the transaction
  2. Verify that the business purpose, allocation explanation (if any) and PTAE are correct
  3. Select the Verify button on the bottom of the page or top of the page

Confirmation message will display at top of screen, and the transaction will route to the approver.

What Happens Next?
  • The transaction is routed for review and approval per the approval routing specified. In a timely manner, the approver is responsible for reviewing and approving the transaction for:
  • After approval, the department's charge account (the PTAE verified above) is debited.
  • Stanford's Accounts Payable department pays the consolidated bank invoice.
  • For additional transaction details, have the cardholder contact the bank, JPMORGAN CHASE, at 1-800-316-6056.
Last Updated: Nov 25, 2025
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