Stanford Purchasing Cards (PCards) are university-liability credit cards issued to approved employees for business purchases. The PCard module in Oracle Financials is a custom module used to verify, edit, search, approve, or withdraw charges made to PCards.
About
In many cases, other purchasing methods are more effective and cost-efficient than using a PCard. Learn more in Topic Overview: Purchase Goods and Topic Overview: Stanford's Purchasing Card Program.
Verification and Approval Responsibilities
Verifiers
Designated PCard transaction verifiers can:
- Review transaction details
- Enter a business purpose
- Attach receipts and supporting documentation
- Verify sales tax
- Verify or update charge accounts (PTAE)
- Flag transactions for dispute with the merchant and/or bank, as needed
Only one verifier may be assigned to a PCard at a time.
Approvers
Designated PCard transaction approvers can:
- Review transaction details
- Approve, edit, or return transactions to the verifier with comments
Edits may include updates to the Expenditure Type, Business Purpose, and Actual Tax Paid Amount.
Access
Before using the PCard module in Oracle Financials, users must:
- Complete required training.
- Be granted the SU PCard self-serve privilege in Authority Manager by their school or department. (SU PCard enables authorized verifiers and approvers to review and approve PCard transactions.)
- Submit the PCard application or request a PCard profile change.
- New PCard: To be assigned as a verifier, list your name as the verifier on the PCard Application (normally submitted by the cardholder or a department card custodian).
- Existing PCard: To become a new verifier, follow How To: Manage Stanford Purchasing Card (PCard)/Travel Card (TCard) Account Profile for instructions.
Visit the Newsroom for recent announcements and subscribe to receive future PCard updates and enhancements.
Browser Requirements
Use the recommended browsers listed on Administrative System Browser Requirements to ensure Oracle Financials features function properly on PC and Mac computers.
Learning
New PCard holders and transaction verifiers must complete FIN-0450: PCard Policy and Procedure.
How tos
Step-by-Step Instructions:
For PCard Verifiers
- Set My Favorites
- Verify PCard Transactions
- Respond to an Audited Transaction Notice
- Dispute PCard Transactions
- Manage (View, Request Change, Approve) Stanford PCard/Travel Card Account Profile
For PCard Approvers
Resources
Reporting
- Use the Oracle Business Intelligence (OBI) Expense Requests and SU Card Activity dashboard to view these reports:
- Credit Card Transactions: Displays Travel Card and Purchasing Card transactions with merchant, charging, and approval details
- Credit Card Transactions Aging: Displays unposted Travel Card and Purchasing Card transactions with no data parameters
- SU Credit Card Custodian Report: Displays active and inactive PCard and Travel Card (TCard) accounts for a PTA or organization, including cardholders, verifiers, and daily and monthly spending limits
Learn more: OBI Financial Reporting
- The Pending Transactions inquiry tool provides a consolidated view of purchase requisitions, invoice payments, supplier and payee requests, PCard verifications, and Expense Request transactions (including TCard transactions) that are pending an action.
Learn more: Oracle Financials Inquiry Tools