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
Before You Start
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.
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.
- Enter ofweb.stanford.edu in the browser
- Click Login
- As prompted, log in using SUNet ID and password
- Select SU PCard
- Select the Transaction ID for the transaction you wish to review and verify
- 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 is filled with questions that must be answered when providing a business purpose for the transaction.- WHO: <required response>
- WHAT: <required response>
- WHEN: <required response>
- WHERE: <required response>
- WHY: <required response>
PCard Verification requires at least 10 additional words in total as an acceptable minimum business purpose.
- Select the appropriate response to Receipt Missing? * (Yes or No) Defaults to No
- Select the appropriate response to Are you sending backup documents? * Defaults to blank
- Select Country (from the drop down) where charges were incurred
- Select Yes, No or Partial to the Was Correct Sales Tax Paid? * drop down menu (refer to Step 9 for more information about Use Tax)
- Select No in the Disputed * field
- Continue with Step 6
- Select Yes in the Disputed field
- Select the appropriate Dispute Reason from the list
- Select the Generate Dispute Resolution Form button and print out the form
The Generate Dispute Resolution Form is used when the verifier selects the PCard transaction as Disputed. The verifier will need to complete the form and attach it as a backup to the transaction in addition to receipts or any other relevant backup documentation. - Fill out the form and have the cardholder sign and date if possible
- Scan the document into electronic forms (PDF, JPG) to be attached as a backup of the transaction
- Leave the Dispute Resolved field at its default setting of No
- Enter Dispute Note (optional)
- Complete the Allocation (charge accounts) to the department's default PTA or other unrestricted PTA
- Upload or fax receipts, the Generate Dispute Resolution Form, and any other backup documentation
- Save the transaction
- Once the transaction is marked as Disputed: Yes in the PCard module:
- Contact merchant first on disputed item.
- If unable to resolve with the merchant, then the cardholder/custodian needs to contact JPMorgan Chase directly to file a dispute.
- Disputes will need to be resolved no later than 60 days from purchase date.
- If the merchant or JPMorgan Chase confirms the dispute is valid, a credit will be issued. The verifier can process the credit transaction.
- For more information, refer to How To: Dispute PCard Transactions to resolve disputed charges. Once a credit has been received or the disputed transaction has been otherwise resolved, return to the saved disputed transaction and continue with Step 5 in the PCard module.
The department is ultimately liable for any fraudulent and erroneous charges not resolved within 60 days - either directly with the merchant or through JPMorgan Chase - and therefore must be verified and allocated to the department's PTA.
- Leave Yes in the Disputed field
- Leave Dispute Reason as-is
- Change Dispute Resolved from No to Yes
- Enter/Select the Related Credit Transaction ID (if a credit was issued)
- Enter Dispute Note to explain the resolution
- Complete verification steps charging the default PTAE, which will receive the offsetting credit, select approvers and submit for approval
If the disputed transaction is not resolved within 60 days, it is no longer possible to dispute the transaction with JPMorgan Chase.
- Leave the transaction in dispute as Resolved: No
- Update Dispute Note to explain why the dispute was not resolved
- Complete verification steps charging the default PTA and an unallowable expenditure type, select approvers and submit for approval
Meal expenses should be isolated and entered in their own line; split the line to note any non-meal expense.
- Select the Expense Type * drop-down menu
- Select the Expense Type
- Meal – Breakfast
- Meal – Lunch
- Meal – Dinner
- Meal – Other
- Non-meal expense
- Enter the Number of Attendees at the business meal/event for which food was purchased if the expense type is one of the four "meal" choices
- Leave the full cost (food, alcohol, tax and tip) on a single line, and allocate the entire amount to a non-sponsored PTA and an unallowable Expenditure Type when verifying a business meal expense that includes alcohol
- Does this purchase include a Personal Expense? * Select Yes, No or Partial in the drop down menu.
If Yes or Partial is selected, a requirement is triggered requiring that back-up be attached no matter the amount of the expense. Red Text appears, stating:
Personal expenses are strictly prohibited on PCards. Personal expenses accidentally charged to the PCard must be immediately repaid directly to the correct PTAE by the department and proof of repayment or deposit must be attached as backup documentation. See How To Handle Personal Expenses charged to the PCard.
- Confirm the correct Charge Account is displayed or enter the correct PTAE
- If the Expense Type is one of the four "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 expense guidelines, include an explanation of the cost in the Business Purpose.
- Enter the first PTA as described in the instructions to Charge One PTA, including selecting proper Expenditure Type for food or alcohol, if applicable
- Select the Add Line button to enter another PTAE
- Enter the new PTAE
- If the Expense Type is one of the four "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 expense guidelines, include an explanation of the cost in the Business Purpose.
- Enter either a Percent or an Allocation Amount for the new PTAE
- Change the Percent or Allocation Amount for the original PTAE to charge the total amount (must equal 100 percent)
- Enter the Allocation (Split) Reason for the distribution
- Repeat to add additional PTAEs
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.
This section may also help calculate if sales tax was correctly assessed on the purchase and correct that tax.
- 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 (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
The Total Taxable Amount will be assessed according to the County and City selected.
1. Enter City and State in Other Location field
2. Enter tax rate without percentage sign in Other Tax Rate field, or select the Determine Tax Rate link, using ZIP code to find the tax rate for the city and state specified
3. Tab out of the field. The Total Taxable Amount will be changed using the rate. - Select the Create Tax Allocations button.
- 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.
- 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 (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
The Total Taxable Amount will be assessed according to the County and City selected.
1. Enter City and State in Other Location field
2. Enter tax rate without percentage sign in Other Tax Rate field, or select the Determine Tax Rate link, using ZIP code to find the tax rate for the city and state specified
3. Tab out of the field. The Total Taxable Amount will be changed using the rate. - Select the Create Tax Allocations button.
- Confirm the correct Charge Account is displayed or enter the correct PTAE
- Select the Add Line button to enter another PTAE
- Enter the new PTAE
- Enter either a Percent or an Allocation Amount for the new PTAE
- Change the Percent or Allocation Amount for the original PTAE to charge the total amount (must equal 100 percent)
- Enter the Allocation (Split) Reason for the distribution
- Repeat to add additional PTAEs
- Confirm the correct Charge Account is displayed or enter the correct PTAE
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.
- Select the Populate Approvers button to add the appropriate approver(s) to the Approval Routings (according to the PTAs listed above and amount of the expense)
- After selecting Populate Approvers, you may select Approver, FYI or Pre-Approver from the Approver/FYI drop-down list to add additional approvers
- Repeat to add additional approvers
- After selecting Populate Approvers, you may select the Add Approvers button to add an additional approver to the Approval Routings
- Select the magnifying glass icon to search for an approver by name
- Enter the last name of the approver, with only first letter capitalized
- Select the Go button
- Select the radio button next to the correct name
- Select the Select button
- Select Approver, FYI or Pre-Approver from the Approver/FYI drop-down list
- After selecting Populate Approvers, you may select the Add Approvers button to add an additional approver to the Approval Routings
- Select the Search for Approver by Project and Task icon to the right of the Approver name
- Enter the desired Project and Task numbers
- Select the Go button
- Select the radio button next to the desired approver name
- Select the Apply button
The verifier can select Yes or No to designate whether they will be attaching back-up. If Yes is selected, the transaction cannot be submitted until back-up has been attached. There are three options for submitting receipts and backup documents. You can upload an image directly to the transaction, add attachments via the eReceipts application or fax the document using a BarCode Cover Sheet.
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.
Use the Event/Reason to capture the reason and add pg. 1, pg. 2, etc. to clarify.)
- Scan receipts/documents and save to the computer
- Select the Upload/View Attachments link and follow the instructions to upload these documents
- After uploading, select Close
- Select Attach/View Receipts on the Transaction Review screen
- Select Add eReceipts to view all eReceipts shared with you for that Category (PCard or TCard/Personal Funds)
- Select the correct receipt(s) associated with the transaction
- Click Add Receipt button at the bottom
- Select the Reprint Barcode link
- Follow the instructions to print the barcode page and fax in the documents (barcode page on top):
- The fax number (650-721-3072) is on the Barcode Cover Sheet page.
- Ensure Barcode Cover Sheet is the first page followed by receipts and documents, in order to attach to the appropriate transaction.
- Close the barcode instructions window
The system will require at least one attachment for transactions if yes was selected for, Are you sending backup documents? Attachments can be deleted up until the first approver approves the transaction.
You can upload or fax additional documents; access the transaction from PCard Worklist and select the appropriate link to either upload them from the desktop or reprint the bar code and fax them.
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.
- Confirm receipts and/or documentation has been attached to the transaction
- Verify that the business purpose, allocation explanation (if any) and PTAE are correct
- Select Attestation button, “I certify that these PCard expenses were incurred on behalf of and for the benefit of Stanford university's business and are in compliance with university policies, as well as local and federal guidelines and regulations. If these expenses included software, I confirm that I have consulted with my local IT team or department administrator as required for compliance with local requirements, compatibility, security, university need, and appropriateness.”
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Select the Verify button on the bottom of the page or top of the page
The Confirmation page will display, and the transaction will route to the approver.
- 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:
- accuracy of information;
- correct account usage; and
- adherence to Stanford policy
- approve or reject the transaction
- For more information, see How To Review, Approve or Reject PCard Verifications
- For more information, see How To Review, Approve or Reject PCard Verifications
- 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.
