Purchasing Cards are a tool for Stanford University (SU) individuals making allowable purchases on behalf of the university. Refer to Administrative Guide Policy: 5.3.3 Purchasing Cards. Payments for charges on a Purchasing Card are made directly from Stanford to the bank. There are two types of Purchasing Cards: an individual Purchasing Card and a Department Purchasing Card. The individual Purchasing Card is issued to a specific SU employee. The Department Purchasing Card is issued to a custodian (SU employee) on behalf of the department. All Purchasing Card transactions require verification and approval. Verifications are transacted in the PCard Module in Oracle Financials (Learn about PCard Module). The use of the PCard for or by Stanford students is restricted to authorized expenses made with a valid Stanford University business purpose.
If personal charges are accidentally made using the PCard, 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.
How to Apply for a Purchasing Card
Eligibility is based on a departmentally-determined business need, and is contingent upon:
- Completed online application, identifying and specifying a guarantee account number (PTA) and verifier
- Approvals from both the prospective cardholder's manager or department chair/dean and the appropriate financial approver
- Assignment of person responsible for verifying transactions and approving transactions
- Completion of required training:
- FIN-0450: PCard Policy and Procedure
- This class highlights how to apply university policy for the correct use and control of PCards, and describes the procedure for obtaining a PCard, how to verify and approve PCard transactions using the PCard module of Oracle Financials and how to access help resources
To apply for a Purchasing Card for an individual or department, complete and submit the Stanford Purchasing Card (PCard) Online Application Form.
To make changes to an existing Purchasing Card account, follow PCard Change Request Instructions.
Roles and Responsibilities
There are four "roles" involved in the use of Purchasing Cards, verification and approval of Purchasing Card transactions.
- Cardholder: Stanford employee whose name appears on an individual Purchasing Card
- Custodian: Stanford employee who acts as the cardholder for the department PCards
Cardholders and Custodians are responsible for:
- Ensuring safe keeping and confidentiality of the card.
- Notifying PCard Administration of any changes to the account by submitting a Credit Card Profiles Change Request.
- Immediately reporting a lost or stolen card to JPMorgan Chase at 1-800-316-6056, then notifying the PCard Administration via a Support Request.
- Disputable charges incurred should be resolved directly with the merchant.
- If unable to resolve with the merchant, the cardholder should contact JPMorgan Chase no later than 60 days from the transaction date. Refer to How To: Dispute PCard Transactions for more information.
- Verifier: Individual responsible for matching receipts and verifying card transactions within the PCard Module of Oracle. Refer to How To: Verify PCard Transactions for more information.
- Approver: Person conducting the final transaction reviews, ensuring university policy compliance and business approval of the transaction (must be different from the cardholder and verifier) Refer to How To: Review, Approve or Reject PCard Verifications for more information.
Cardholders will be asked to set a Personal Identification Number (PIN) when they call to activate their chip card. They should follow the automated telephone prompts to ensure they have set their PIN before ending the call.
- Cardholders should call the number on the back of their card if they have trouble setting their PIN. The customer service representative will activate the card and transfer the cardholder to the automated system to set their PIN.
If the cardholder is unable to answer their security questions to validate their identity, they will be advised to notify Stanford Card Management via a Support Request.
- In case a PIN is forgotten or needs to be reset, cardholders can reset or confirm their PIN by calling the number on the back of the card and following the prompts. After resetting the PIN, the cardholder may need to enter their PIN multiple times in order for the chip readers to recognize their PIN.
Fraudulent charges incurred should be resolved directly with JPMorgan Chase no later than 60 days. Consequently, the department is ultimately liable for any fraudulent and erroneous charges not resolved.