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 material provides detailed instructions for how to verify PCard transactions. 

Staff responsible for verifying, editing, approving or withdrawing charges made against department or individual Stanford issued Purchasing Cards will require PCard access.

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. A check should be written by the payee made out to Stanford University and deposited to the correct PTAE account by the department using CASHNET. Unlike payments to the Travel Card for accidental personal purchases, there is no need to send the check to Stanford Payment Services.

  1. Enter ofweb.stanford.edu in the browser
  2. Click Login
  3. As prompted, log in using SUNet ID and password
  1. Select SU PCard
  2. Select the Transaction ID for the transaction
  1. Enter the Business Purpose for the transaction     
    This section provides the business justification for the expense, and must answer the questions Who, What, When, Where and Why.
  2. Select the appropriate response to Receipt Missing? (Yes or No)
    • If NO - confirm “Are you sending backup documents?” Defaults to Yes
    • If YES - select the checkbox labeled I certify that these expenses were incurred on behalf of Stanford business. Then, select No in response to "Are you sending backup documents?"     
      The "Are you sending backup documents" field is grayed-out for transactions of $75 or more as receipts/documents must be submitted. Receipts under $75 are based upon the discretion of the department.
  3. Select Country where charges were incurred
  4. Select Yes, No or Partial to the Was Correct Sales Tax Paid? drop-down menu (refer to Step 8 for more information about Use Tax)
Transaction Not in Dispute
  1. Select No in the Disputed field
  2. Continue with Step 6
Transaction Must Be Disputed
  1. Select Yes in the Disputed field
  2. Select the appropriate Dispute Reason from the list
  3. 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.
  4. Fill out the form and have the cardholder sign and date if possible
  5. Scan the document into electronic forms (PDF, JPG) to be attached as a backup of the transaction
  6. Leave the Dispute Resolved field at its default setting of No
  7. Enter Dispute Note (optional)
  8. Complete the Allocation (charge accounts) and Approver Routings
  9. Upload or fax receipts, the Generate Dispute Resolution Form, and any other backup documentation
  10. Save the transaction
  11. Once the transaction is marked as Disputed: Yes in the PCard module:
    1. Contact merchant first on 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. 
  12. 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.

Dispute Resolved
  1. Leave Yes in the Disputed field
  2. Leave Dispute Reason as-is
  3. Change Dispute Resolved from No to Yes
  4. Enter/Select the Related Credit Transaction ID (if a credit was issued)
  5. Enter Dispute Note to explain the resolution
  6. Complete verification steps and submit for approval
Dispute Not Resolved

If the disputed transaction is not resolved within 60 days, it is no longer possible to dispute the transaction with JPMorgan Chase.

  1. Leave the transaction in dispute as Resolved: No
  2. Update Dispute Note to explain why the dispute was not resolved
  3. Complete verification steps and submit for approval

Meal expenses should be isolated and entered in their own line; split the line to note any non-meal expense.

  1. Select the Expense Type drop-down menu
  2. Select the Expense Type     
    • Meal – Breakfast
    • Meal – Lunch
    • Meal – Dinner
    • Meal – Other
    • Non-meal expense
  3. 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
  4. 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
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 four "meal" choices, ensure that the Expenditure Type is either 52355 – FOOD or 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 explanation of the cost in the Business Purpose.
Charge Multiple PTAs/Expenditure Types
  1. Select the Add Line button to enter another PTAE
  2. Enter the new PTAE
  3. Enter either a Percent or an Allocation Amount for the new PTAE
  4. Change the Percent or Allocation Amount for the original PTAE to charge the total amount (must equal 100 percent)
  5. Enter the Allocation (Split) Reason for the distribution
  6. 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.

Enter Tax Allocations for One PTA/Expenditure Type
  1. Select the location from the drop-down menu where the item was purchased or shipped:
    • Stanford, CA
    • Redwood City, CA
    • Palo Alto, CA
    • Other


    The Total Taxable Amount will be assessed according to the County and City selected.

    Calculate Total Taxable Amount for Location: Other

    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.
  2. Select the Create Tax Allocations button.
  3. Confirm the correct Charge Account is displayed or enter the correct PTAE
Enter Tax Allocations for Multiple PTAs/Expenditure Types
  1. Select the location from the drop-down menu where the item was purchased or shipped:
    • Stanford, CA
    • Redwood City, CA
    • Palo Alto, CA
    • Other


    The Total Taxable Amount will be assessed according to the County and City selected.

    Calculate Total Taxable Amount for Location: Other

    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.
  2. Select the Create Tax Allocations button.
  3. Confirm the correct Charge Account is displayed or enter the correct PTAE
  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
  9. Repeat to add additional PTAEs
  10. Confirm the correct Charge Account is displayed or enter the correct PTAE

The approver should have authorized financial approval authority over the PTAE(s) charged. An error message will display when incorrect approvers are selected.

Enter the Approver to the Transaction
  1. Select the Add Approvers button to add an approver to the Approval Routings
  2. Enter the Person who should approve the transaction
  3. 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 9), 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.

  4. Repeat to add additional approvers
Find an Approver by Name
  1. Select the Add Approvers button to add an 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 9), 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. Select the Add Approvers button to add an approver to the Approval Routings
  2. Select the Search for Approver by Project and Task icon
  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

There are two options for submitting receipts and backup documents. Preferred method is where documents can be attached to the transaction or faxed in with the barcode page.

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
  3. After uploading, select Close
Fax in Paper Receipts and/or Documents
  1. Select the Reprint Barcode link
  2. 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.
  3. Close the barcode instructions window

The system will require at least one attachment for transactions. 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 based upon the discretion of the department. 

  1. Confirm receipts and/or documentation has been attached to the transaction
  2. Select the Verify button

The Confirmation page will display, 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:
    • accuracy of information;
    • correct account usage; and
    • adherence to Stanford policy.
  • 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.

Questions?

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