Stanford Purchasing Cards (PCards)

All individuals involved in incurring, processing, or approving university PCard expenses are responsible for good stewardship of university funds and must follow university policies, in addition to roles and responsibilities outlined in Administrative Guide Memo 5.3.3: Purchasing Cards. 

Application process

The PCard is available to active Stanford University employees, including students on Stanford’s payroll. Eligibility is based on a departmentally-determined business need, and requires:

1. Completion of online application
   Apply for an individual or department PCard by completing and submitting the Stanford Credit Card Application Form with:
   • A guarantee account number (PTA), an unrestricted, non-sponsored account, to be charged if transactions are not verified within 60 days as described in Clearing of Aging Transactions.
   • The name of the individual (other than an authorized financial approver) for verifying PCard transactions in a timely manner. The verifier can be the cardholder or other department staff.
2. Completion of Required Training: FIN-0450: PCard Policy and Procedure, including any prerequisites.
3. Obtaining required approvals: The application automatically routes for approval to:
   • Applicant’s manager, department chair, or dean
   • The department’s designated financial approver(s) for the guarantee account (PTA) provided

After approvals, the application is sent to the Card Services team for processing.

Card Delivery

Cards are mailed directly to the cardholder's Stanford business or one-time alternate address after approvals and training. The back of the card should be signed upon receipt. Processing takes 10–14 business days after approvals are obtained and training is completed.

To ensure delivery to the correct address, cardholders should use the Credit Card Profiles Change Request tool to review their business address for card delivery and update it if necessary. Be sure to provide a full mailing address, including any building or suite numbers, etc.

Card activation

Upon receipt of new or renewed cards, cardholders must activate it online or by calling JPM:

• Online: Visit https://ccportal.jpmorgan.com/login and enter required information to complete activation.
• By phone: Call the number on the back of the card and provide:
  • Access code, which is the last four digits of cardholder’s/custodian’s employee ID (located on physical or digital Stanford ID, the Stanford Mobile app, or in Axess).
  • Cardholder’s/custodian’s date of birth.

Enroll in J. P. Morgan Chase (JPM) Fraud Alerts

JPM offers fraud alerts for the Stanford PCard via SMS text message. Cardholders can opt to receive notifications of suspected or attempted activity to quickly confirm transactions. 

How to Enroll

To enroll, visit ccportal.jpmorgan.com and follow these steps:

1. Enter the commercial card account number and billing zip code.
2. Add alert preferences and device(s) (mobile text alerts are preferred).
3. Enter contact information.
4. Confirm enrollment. For mobile text alerts,  the cardholder will reply “AGREE” to confirm. 

For questions about the cardholder alerts, please call 1-800-316-6056 or the number on the back of the card.

General best practices to prevent fraud

• Immediately report fraudulent charges or a lost or stolen card.
• Safeguard the card: The department’s PCard custodian is responsible for ensuring controls are in place, securing physical access to the card and logging card usage.
• Submit and approve transactions in a timely manner.
• Monitor card activity regularly with the Expense Requests and SU Card Activity (ERR) OBI Dashboard to learn which cards belong to the department, who they are assigned to, and which transactions are outstanding.
• Respond to changes in staff status as described in the card changes section.

All card transactions should be properly expensed/cleared before the employee’s status changes.

Tips to Prevent Credit Card Fraud 

• Use separate email accounts for work and personal use.
• Use a unique password for each account.
• Use strong passwords and update them every two months.
• Protect tech devices by using updated anti-virus software, operating systems and web browsers.
• Limit internet usage at work to core business-related sites.
• Carefully review URLs associated with a link, which may misdirect to a fake website.
• Avoid using unsecured public networks.
• Beware of phishing schemes and avoid clicking links or documents from unknown sources.
• Never share personal information about job or travel plans via social media.
• Do not put card information in formats that can be shared, such as email, text, or documents.

Requesting changes to PCard Accounts

The Credit Card Profiles Change Request tool is used to manage Purchasing Card (PCard) account profiles. Current card profile information can be viewed by the current cardholder/custodian, verifier, cardholder/custodian’s manager or the financial approver who originally approved the card application.

Use the tool to request changes to:

• Cardholder or custodian (department PCard only within same department)
• Verifier
• Business Address
• Alternate Address (One-Time Card Delivery Address)
• PCard Per-Transaction Limit (to lower permanently)
• Guarantee PTAE
• Monthly Limit
• Temporary Monthly Limit
• Exception Request Categories
• Card status - close, suspend or active

Card Expiration and Renewal

The PCard is valid for three years from the date of issue. The expiration date is printed on the card. The PCard is automatically renewed on the last day of the expiration month, unless there is improper use, charges are not verified promptly, or there is no activity for 18 months. 

JPM sends the renewed PCard no later than the first week of the expiration month via USPS standard mail. The card is sent to the cardholder's Stanford business address on file with JPM. If an employee’s renewed PCard is not received, submit a support request. 

Card Suspension and Cancellation

The PCard should only be used if the cardholder is active on payroll and in the intended role for which the card was issued.

If the verifier, cardholder, custodian, or approver is on extended leave, changes roles, or no longer needs the card, the department must:

• Reassign outstanding transactions to a new verifier.
• Assign any unapproved transactions to a new approver.
• Cancel any recurring charges tied to the card.
• Suspend or cancel the card via the Credit Card Profiles Change Request tool.  

Stanford may cancel or suspend the PCard due to:

• An investigation into improper or fraudulent use.
• Transactions that are force cleared by FMS in two different quarters within a rolling 12-month period.

Reactivating Suspended Cards

A suspended PCard can be reactivated when:

• The cardholder, manager, or financial approver submits a reactivation request through the Credit Card Profiles Change Request tool after the employee returns from extended leave.
• The Card Services team confirms the cardholder’s eligibility to continue using the PCard.
• For cards suspended due to force cleared transactions, after the 60-day suspension, the cardholder must clear any outstanding transactions, request reactivation through the Credit Card Profiles Change Request tool, and attach a new reactivation attestation form.

PCard purchases must benefit the university, be reasonable and necessary, and comply with all relevant university policies, tax requirements, and sponsor or donor expenditure restrictions. All purchases must comply with applicable purchasing policies and guidelines, and Administrative Guide Policy: 5.3.3 Purchasing Cards. Cardholders who are allocating expenses to a sponsored project account must be in compliance with their respective sponsoring agency’s policies. For questions regarding sponsored funds, refer to DoResearch: Charging for Administrative and Technical Expenses.

Purchase and spending limits 

• Transaction limits: Single transactions must not exceed $4,999. Splitting transactions to bypass card limits is not permitted.
• Other transaction guidelines: The PCard cannot be used if the purchase requires routing through the procurement contracts process (except through a non-PO contract), or if the purchase is travel-related.
• Monthly spending limits:
  • Set by the department during the card application process, these monthly spending limits are approved by the financial approver and Card Services.
  • Monthly spending limits can be reviewed and adjusted via the Credit Card Profiles Change Request tool or a support request to the Card Services team.

Exceptions to these guidelines require Vice Provost/Dean’s office approval.

Managing declined transactions

Common reasons for declined transactions include invalid account information (address, number, expiration, CVV) or exceeding the spending limit. For unclear declines, the cardholder/custodian should contact JPM customer service, using the number on the back of the card.

Permissible and non-permissible purchases

The following list provides examples of permissible and non-permissible PCard purchases. Refer to more information on preferred purchasing methods. Consult the Card Services team for questions on specific purchases that are not listed below:

Permissible Purchases

• Goods such as, but not limited to: Books, office supplies, gifts/awards for employee morale or service milestones, postage/mailing supplies, storage rental, and certain technology hardware (refer to UIT guidance).
• Services:
  • Professional Services (i.e., graphic or web design), unless specifically listed as non-permissible, may be paid for with a PCard, but may first require a procurement contract.
  • Other services such as, but not limited to: Event venues and catering, social media advertising, import/customs services, and software. The PCard may also be used to pay a deposit, such as for catering, when the remaining balance is paid through a purchase order (PO).
  • Gift cards
  • Professional memberships (excluding lifetime memberships)
  • Local business meals (use the TCard for meals while traveling)
  • Conference registration/training fees (including those that are STAP-eligible) where there are no hotel and/or travel expenses included. Conference registrations that include hotel or travel costs should be paid for with the Stanford Travel Card.
  • U.S. Citizenship and Immigration Services (USCIS) fees for an H-1B visa request (individual PCard only). USCIS will not accept payment with a department PCard because they require that the credit card is issued to a specific person. For guidance, visit the Stanford Bechtel International Center website.

Non-Permissible Purchases

Certain purchases are not allowed on a PCard due to regulatory, health and safety, or tax compliance challenges. Other purchases are restricted because university policy offers a more efficient and cost-effective purchasing methods. 

• Goods:
  • Capital equipment and fixed assets (including fabrications)
  • E-commerce purchases from third-party sellers (e.g., PayPal, eBay) because Stanford is required to assess the tax status of payees prior to issuing payments. Use the iProcurement system for access to suppliers who are vetted and approved by Stanford. PCard purchases directly on Amazon Marketplace (i.e., a personal Amazon account) are allowed, but Stanford’s Amazon Business account is the preferred purchasing method.
  • Foreign purchases and payments, which may be subject to customs requirements.
  • Gifts/food that are not for employee morale or recognition.
  • Hazardous/controlled substances
  • Home office items for personal use
  • Laboratory animals
  • Real estate leases
• Services:
  • Services where a contract is required and the total cost of the contract exceeds $4,999.
  • Personal relocation services such as moving and storage.
  • Tuition payments for employees or students. See Administrative Guide Memo: 2.1.12 Staff Development Programs.
• Other:
  • Cash advances
• Personal charges: Strictly prohibited. Accidental charges must be reimbursed promptly. Repeated or intentional misuse can result in card revocation or disciplinary action.

Avoiding Accidental Personal Charges on a PCard

Follow these best practices to help avoid accidental personal charges on a PCard:

• Do not save the PCard as a default or saved payment method on websites or mobile apps.
• Store the PCard separately from personal wallets and credit cards.
• Keep the card secure. Do not lend, share, or send the account number via text, email, or messaging.
• Never send a PCard account number via text, email, messaging, etc.

If a cardholder accidentally adds personal expenses to a PCard, they must reimburse Stanford for these expenses promptly.

All PCard transactions must be verified and approved in the PCard Module as soon as possible, ideally within 10 days, but no later than 60 days after the charge is posted.

Who can verify a PCard Transaction

• Cardholders: Cardholders can verify their own transactions, but must route them to an authorized approver who does not report to them and is not the transaction’s beneficiary.
• Verifiers: Whether cardholder or another designated individual, verifiers must document and record PCard transactions accurately.

Consequences of Delayed Verification

Failure to complete verification and approvals within 60 days may result in:

• Card suspension.
• Expenditures being reported as taxable income to the card custodian or cardholder.

“Force Clear” Process 

Individual PCard charges that remain unverified after 60 days may be force cleared by Financial Management Services (FMS) to the guarantee PTA. Departments must then reassign these charges using the iJournals system. If an individual PCard’s or TCard’s transactions are force cleared by FMS:

1. The first quarter that this happens, the card custodian/cardholder, their manager, and the finance contact in their school or budget unit will receive a warning notification from the Card Services team via email.
2. If FMS force clears transactions on the same card in another quarter within a rolling 12 month period,  the card custodian/cardholder, their manager, and the finance contact in their school or budget unit will receive a suspension notification from the Card Services team via email. The card may be suspended 10 business days after the notification is sent. The card suspension period is 60 days, and reactivation after a suspension for force cleared transactions must be requested and approved. For questions about this process, submit a support request to the Card Services team.
3. If FMS force clears transactions on the same card for a third quarter within a rolling 12 month period, the card may be revoked.

Notifications related to warnings and suspensions are tracked by credit card, not by cardholder.

Disputing PCard Charges

The most common reason to dispute a transaction is suspected merchant error. Immediately contact the merchant directly to see if they can resolve the dispute and issue a credit if appropriate.

Since many merchants use centralized clearing houses for credit card processing, the name and location of the merchant on the statement may not initially be recognized by the cardholder. Before disputing any charges, the cardholder should check expenditure records carefully to make certain that the charge is indeed an error.

If unresolved with the merchant, only the cardholder or custodian can dispute the charge with JPM within 45 days of posting. Please note: The department is responsible for any charges that are not resolved with JPM within 60 days. 

Record Keeping for Audits after force clearing

When transactions are force cleared, departments will lose the ability to assign a business purpose and attach receipts in the PCard system. Therefore, it is essential for departments to store receipts or explanations locally and ensure they are readily available for audits.

For additional guidance on managing aging PCard transactions, visit Managing Aging and Outstanding Expense Transactions.

If a fraudulent charge is identified, or a card is lost or stolen, the cardholder or custodian must:

1. Immediately contact JPM to cancel and reissue the card.
   1. Provide the cardholder/custodian's name, date of birth, and the last four digits of employee (University) ID (not the cardholder’s Social Security Number). The employee ID is located on the physical or digital Stanford ID, the Stanford Mobile app, or in Axess.
2. Check recent card activity for any past potentially fraudulent charges.
   1. If the cardholder detects fraud, resolve the fraudulent charge directly with the JPM within 60 days of the date the transaction was posted.
   2. If JPM detects fraud, they will contact the cardholder/custodian by email or phone call to verify the charge.
3. Notify the Card Services team by submitting a support request.

Please note: The department is responsible for any charges that are not resolved with JPM within 60 days. 

Although not encouraged, proxy access may be requested by working with JPM.

Using a Stanford Purchasing Card (PCard) for purposes not allowed by university policies is considered misuse, while intentionally using the card for personal or financial gain is considered fraud. Both misuse and fraud are monitored, audited, and investigated by Card Services and the university. 

Consequences for misuse or fraud may include:

• Suspension or cancellation of the PCard (and Travel Card, if applicable)
• Disciplinary action up to and including termination of employment or other relationships with the university
• Any other actions identified through a university investigation

Audit and Investigation Process

As described in Administrative Guide Memo 3.5.1: Financial Irregularities, any suspected financial irregularities must be reported immediately by departments to the Office of the Chief Risk Officer. Individuals may report suspected incidents (anonymously if preferred) through the Ethics and Compliance Helpline. The Chief Risk Officer will lead the investigation, in consultation with the Office of the General Counsel if needed. Investigation findings can result in card suspension or cancellation, disciplinary action (up to termination), and further actions as determined by the university.