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Financial Management Services (FMS) continuously strives to improve its products and services to support financial excellence at Stanford. This page, updated regularly, serves as a resource for university departments and stakeholders to stay up to date on larger projects that involve a change in policy, process, and/or a system and impact a broad or direct audience groups. Once a project is completed, it will be moved to the bottom section for reference. 

 

Current Projects and Enhancements

JanuaryFebruary
  • Save time on ERS reimbursements and PCard verifications: Updates within the Expense Requests System (ERS) and the PCard Module, made in response to campus feedback, will increase user efficiency.
    • Beneficiary process: Beneficiary information will only be required for expenses with specific tax implications such as relocation expenses, STAP expenses and gifts. For ease of use, the beneficiary field will be moved to the end of the transaction, and some related fields, such as the beneficiary attestation box, will be removed or updated. 
    • User experience: Pages and fields within ERS transaction processing and PCard verification will be updated to make them more intuitive.
  • Stanford Travel Connect: Access travel discounts and benefits when booking directly: The Stanford Travel Connect portal enables travelers to link multiple personal airline loyalty accounts to the Stanford Travel Program. Once linked, travelers can book directly on the airline’s website or app and access Stanford-negotiated discounts and exclusive university benefits. At launch, Stanford Travel Connect will include three major airlines, with plans to add more in the future as they come online. Learn more.  
  • Approve requisitions on the go with a new mobile app: After a successful pilot phase, the Stanford Mobile Approvals app will be available for purchase requisition approvals on Feb. 10 for supported devices. Learn more.
  • Claiming incoming funds just got easier: The Deposits and Receipts Manager (DRM) now offers multiple claiming and allocation options, including claims to multiple PFOs/PTAEs, partial claims, and unclaim (restore) a completed claim. These enhancements save time, improve accuracy, and streamline financial processing and reporting. Learn more.
  • Removal of PO Suppression functionality: On Feb. 10, suppression functionality will be removed from the Requisition and Purchase Orders Query tool. Refer to the news page about this change for PO management best practices to reduce risk and support accurate financial reporting.
  • Updates to one-time registration system for new domestic suppliers: On Feb. 14, Oracle is upgrading the system used by new domestic suppliers (Stanford Supplier and Payee Registry) with a redesigned user interface. There is no change to the change request system that new and existing domestic suppliers use to add or edit their profile details. Learn more.

For information about additional recent updates not covered on this page, refer to the ongoing news resources for specific areas:

Many of these projects and enhancements are related to the FMS Client Satisfaction Survey, which is an ongoing conversation with the Stanford community to learn about their experiences with the financial tools, systems, and services that FMS provides. 

View November Release Notes email. 

November
  • ERS attachment improvements: Recent updates to the Expense Requests System (ERS) now allow preparers to more easily upload multiple attachments at once. Earlier this year, several related changes also rolled out: an expanded list of allowable characters to use in file names, and a specified range of file formats for attachments, to ensure that auditors can open a file. These changes reduce the number of steps needed to attach multiple files; prevent unreadable files from becoming stuck in the system, returned, or rejected; and provide guidance on allowable file formats and characters within Oracle.
  • ERS rejection reasons consolidated: The Business Expense team consolidated and clarified the ERS transaction rejection reasons for local financial approvers. This change will provide clearer transaction rejection reasons for preparers, and allow approvers to more easily analyze, and take steps to decrease, transaction rejection rates.
  • New contract status in SmartMart Contracts: To increase transparency and support more efficient reviews of contracts, a new status “External Review” will display in SmartMart Contracts. The status appears because a supplier requested changes to Stanford’s standard contract language that must be reviewed and approved by the relevant policy stakeholder. This status supports contract requestors in tracking the review and approval steps in the workflow.
  • Ability to add unique justifications to bulk fund transfers: Those who have bulk fund transfer authority and submit requests to Fund Accounting by uploading a template in iJournals will be able to add unique justifications to the individual line level (when needed). This enhancement provides more accurate transaction data for iJournals approvers and financial report users.

 

View July Release Notes email.

Enhancements to increase procurement efficiency
FMS will continue to release a series of enhancements that streamline purchasing activities while preserving effective risk mitigation. In July, the improvements focus on:

  • Updating the Supplier/Payee Request form to support independent contractors (ICs) and non-PO contract setups
  • Reducing the number of invoices requiring department approval
  • Including frequently needed invoices and payment details in the Requisition and Purchase Orders Query tool
  • Implementing automatic line item cancelation for Amazon for Business POs

May 2024 Projects and Enhancements (View the May Release Notes email)

Timeframe Project name and description Applicable audience

May 6, 2024

Enhancements to increase procurement efficiency
FMS' Procurement Services continuously examines opportunities to enhance processes or provide new solutions to support purchasing needs for the university while maintaining financial stewardship excellence. A number of efforts are planned in the coming months to streamline purchasing activities:

 Purchasers, transaction preparers, and approvers
May 18, 2024

Labor Distribution Adjustments (LDA) system-related enhancements

  • OSA error reason codes: FMS will add error reason codes to the LDA system’s organization suspense account (OSA) section to help users understand the root cause of why a payroll transaction failed to post to its original PTA and instead posted to an OSA. This enhancement streamlines and expedites the investigation process and fosters financial stewardship. Learn about the LDA system.
  • Labor Distribution User Query Tool: FMS will update the tool’s interface and search functionality to enhance user experience, making it easier to efficiently identify the labor scheduler or labor distribution adjuster for a particular employee. Learn about the Labor Distribution User Query Tool.
 Labor schedulers and labor distribution adjusters
May 18, 2024 PTA Manager system - Enhanced close request notifications
FMS will enhance PTA Manager with additional details about invoices or transactions that prevent a PTA close request from being processed. Error information will be available both within the system and from email notifications to help departments proactively resolve these issues. Learn about the PTA Manager system.		 Users of PTA Manager

 

February 2024 Projects and Enhancements (View the February Release Notes email)

Timeframe Project name and description Impacted audience and description

Feb. 2, 2024

Card suspension warning notifications begin for force cleared transactions
Starting with the Feb. 2, 2024 force clearing, a warning notification email will be sent to the cardholder, their manager, and the finance contact in their school or budget unit if FMS force clears an individual PCard or TCard transaction. If FMS force clears transactions for the same PCard or TCard in the May force clearing cycle, the card may be suspended. 
Learn more: Updated Card Suspension Process to Support Proper Use

 Individual cardholders of PCard and/or TCard
Feb. 5, 2024

Updated iJournals access model and required training
This change mitigates financial risk by limiting iJournals system access to individuals who are responsible for standard journal transactions and by providing them with foundational knowledge. Starting early February, new employees who need access to iJournals will need to be granted the appropriate privilege and complete required training. Existing iJournals Public users will have 90 days to complete the training requirements by May 10 to retain iJournals system access.
Learn more: Supporting financial excellence: Updated iJournals access model and required training

 iJournals system users
Feb. 26, 2024 New self-service functionality to change PTAs and cancel purchase orders
Procurement Services is continuously examining opportunities to create self-service solutions that allow departments to initiate tasks directly in a secure and compliant manner. There will be new functionality added to the Requisition and Purchase Orders Query tool that will support changing PTAs and canceling eligible POs. 
Learn more: New self service solutions to change PTAs and cancel purchase orders		 Employees who manage purchase orders
Feb. 26, 2024 Additional improvements to AP invoice holds 
Accounts Payable (AP) is making continued improvements to the invoice hold resolution process to improve clarity and reduce administrative burden. These enhancements include adjusting the frequency and recipients of invoice hold notifications, streamlining the hold description in the Requisition and Purchase Orders query tool, and adding the purchase requisition/order links to invoice hold notifications.
Learn more: Continuous Improvements to the Invoice Hold Resolution Process		 Employees who manage invoices
Feb. 26, 2024 New combined system to correct mobile deposits and claim unidentified receipts
The new Deposits and Receipts Manager application combines the Unidentified Receipts & Branch Deposits website and the Stanford Mobile Deposits Correction Tool under one site accessible from the Oracle Financials home menu. Depositors can correct JPM Access mobile check deposits, claim cash or check deposits made at a branch, and claim incoming ACH and wire transfers all in one place. In addition, employees will now be able to claim receipts to 5-series expenditure type codes directly within the Deposits and Receipts Manager tool. The new combined system will require the granting of an authority privilege and the completion of annual financial training.
Learn more: New Deposits and Receipts Manager System		 Employees who deposit through JPM mobile and/or who claim deposits from branch or wire/ACH
Feb. 26, 2024 Updated ERS rejection and return reasons used by Business Expense team
The Business Expense team is consolidating, updating and standardizing the rejection and return reasons used by auditors for all Expense Request transactions in ERS. This change makes the reasons more clear and helps ensure that preparers and approvers understand what steps to take to update rejected and returned transactions.
Learn more: Updated ERS Rejection and Return Reasons Roll Out Feb. 26		 Expense Report and Non-PO Payment preparers and approvers
Feb. 26, 2024 Streamlined invoice upload functionality for rush, wire, or will call requests
Procurement Services is streamlining the invoice upload functionality to request rush, wire, or will call payments by adding drop down menus to support selecting the correct non-sponsored project, task, and award, which will only display when the option to add Rush, Wire, or Will Call payment methods are selected. 
Learn more: Streamlined invoice upload functionality for rush, wire, or will call requests		 Employees who manage invoices

TimeframeProject name and descriptionImpacted audience and description
2024-04-01
April		Merchant Services Transformation Project 
Through new technologies and security features, MS embarked on a multi-year initiative with three major phases. Phase one focused on reviewing the program for automation and streamlining. Phase 2 included an evaluation of Stanford’s payment ecosystem resulting in a series of strategic recommendations, cost/benefit analysis and proposed timelines for changes. Phase three consisted of three work streams to rebrand and reorganize the MS program, assess the payment gateway options, and transition ecommerce payment infrastructure to Independent Software Vendors. This included the 2024 launch of CardinalPay to support back end accounting and reporting activities and the front-end payment collection function to allow customers to interface with merchant payment pages to pay for Stanford products and services.
Learn more: Merchant Services Transformation Project		Merchant departments that accept payments for Stanford products and services
2023-11-06
Nov		Streamlined requisition supplier selection
Based on feedback, and as part of efforts to streamline the iProcurement purchasing experience, FMS made improvements to how supplier sites are displayed in the Non-Catalog Requests system in iProcurement. Now, a single PO Delivery Email displays instead of potentially multiple suppliers and/or representatives, which can change or vary.
Learn more: Streamlined requisition supplier selection		Preparers of purchase requisitions
2023-11-02
Nov. 2, 2023		Updated Single/Sole Source Justification (SSJ)
As part of ongoing efforts to support a competitive supplier selection process, Stanford Financial Management Services (FMS) updated the Single/Sole Source Justification (SSJ) form in June. Continued improvements were made to the form in November.
Learn more: Updated Single/Sole Source Justification (SSJ) Form		Preparers of purchase requisitions
2023-07-31
Jul. 31, 2023		Streamlined Will Call Process
Effective July 31, 2023, a streamlined process and tools will make it easier to receive Will Call check payments for purchase order invoices and Expense Requests transactions.
Learn more: Streamlined Delivery and Pick Up Options for Will Call Payments		Invoice payment and expense reimbursement preparers
2023-07-14
Jul. 14, 2023		PCard Module Enhancements
In an ongoing effort to improve and streamline the Stanford Purchasing Card (PCard) experience, several enhancements to the Purchasing Card module within Oracle Financials will launch on July 17.
Learn more: PCard Module Enhancements and Suspension Process Changes		PCard verifiers and approvers

2023-06-30

Jun. 30, 2023

Organization Code Hierarchy Tool
University Budget Office (UBO), Stanford Financial Management Services, and University (UIT) have partnered to develop a new robust organizational hierarchy management tool that can more effectively and efficiently support a broader set of the university’s needs.
Learn more: Organization Code Hierarchy Tool Project page		Budget Officers and users of the organizational code hierarchy tool

2022-11 to 2023-05

Nov. 2022 - May 2023

Cash and Check Deposit Enhancements
Through this multi-phase project, the CASHnet system was retired and new methods for recording cash and check deposits were implemented.
Learn more: Cash and Check Deposit Enhancements		CASHNet users
Department depositors and any others involved in the cash and check deposit process.
2023-03-20
Mar. 20, 2023		New Travel Booking Channel: Key Travel
After a successful pilot with a few departments, we are excited to launch Key Travel as a great option for travelers and travel arrangers. Key Travel is the world’s largest travel management company specializing in the humanitarian and academic sectors.
Learn more: New Travel Booking Channel, Key Travel, to Replace FCM		Travelers and travel arrangers
2023-02-20Change to iProcurement Access
Effective February 20, 2023, department authority grantors will begin to grant a new iProcurement authority privilege for new staff to gain access to the iProcurement systems. The privilege requires the completion of a new course, FIN-0420 Preferred Purchasing Methods, to be activated. Existing staff will also need to complete the course within 90 days to maintain access.
Learn more: Change to iProcurement Access: New Course Supports Preferred Purchasing at Stanford		iProcurement system users

2022-10-01 to 2023-01-31

Oct. 1, 2022 to Jan. 31, 2023

Update to Approver Training Requirement (FIN-PROG-0103)
All current requisition, expense journal, and labor distribution approvers must complete FIN-PROG-0103: Approving Financial Transaction by Jan. 31, 2023 to maintain corresponding approval authorities.
Learn more: Maintain Approval Authority: Take the Approving Financial Transactions Course		Financial Transaction Approvers
Approvers (specifically requisition, expense journal and labor distribution approvers)

2023-01-30

(January 30, 2023)

Enhanced Visibility Into Supplier Setup Status
A top theme in the 2021 Client Satisfaction Survey was a desire for increased transparency into the setup process so that appropriate action could be taken to expedite the setup. As a result, new and updated status labels are now available in the Supplier Query and Request tool for pending supplier or visitor payee requests. 
Learn more: Enhancements to Support the Supplier Setup Process 		Requestors of supplier setup

2023-01-23

(January 23, 2023)


 

PTA Manager Enhancement

PTA Manager will be enhanced to close non-sponsored PTA segments. The enhancements would include the ability for users to select individual or multiple PTA segments to close and add an FYI email notification. The system will run data checks to validate the PTA is eligible for closure, process the request, and send email notifications to confirm the status of the close request. 

Learn more: PTA Manager Enhancement: Closing Non-Sponsored PTAs

PTA Manager users

Users of PTA Manager will be able to initiate request closures of non-sponsored PTA segments.

2023-01-17

(January 17, 2023)

Lower Limit for Making PTA Changes Outside of PO Change Order Process
In alignment with improved related financial controls within transaction approval, the limit for changing a PTA on a PO without going through the change order process has been reduced from $2,500 to $1,000.
Learn more: Purchasing and Contracts Updates and Hot Topics		Purchase order preparers and approvers

2022-12-19

(December 19, 2022)

New Statement of Work (SOW) Contract Type Available in SmartMart Contracts
As a continuation of improvements to the contracts process, this new SOW contract type is available for use when a Master Service Agreement (MSA) is already signed between Stanford and the supplier, and a preparer needs to obtain a signature on a Statement of Work document (hereafter SOW document). 
Learn more: Purchasing and Contracts Updates and Hot Topics		Contract preparers

2022-07-18

(July 18, 2022)

eReceipts App Launch
This optional app allows Stanford travelers or Purchasing Card (PCard) cardholders to take and upload pictures of business and travel expense receipts with a mobile device, tag them with an expense type, add comments if needed, and share them directly with their preparers and verifiers.
Learn more: Learn More About eReceipts with Live Events and Updated Resources		University travelers and expense request preparers and verifiers

2022-05-09

(May 9, 2022)

Annual Certification Required: Financial Stewardship Expectations Course
All existing faculty, staff or students accessing financial systems need to complete the course by May 9, 2022 to maintain access.
Learn more: Annual Certification Required: Take the Financial Stewardship Expectations Course		Faculty, staff or students accessing financial systems

2022-03-15

(March 15, 2022)

SmartMart Contracts Launch
The Contracts Process will now begin in SmartMart Contracts, rather than iProcurement Non-Catalog, for all procurement transactions that require Stanford signature (including zero dollar agreements). 
Learn more: SmartMart Contracts - A New Way to Manage Procurement Contracts		Contract preparers

2022-10-03

(October 3, 2022)

Improvements to Invoice Hold Notifications
FMS will be updating notifications about the seven most common Accounts Payable (AP) invoice holds to clarify the hold’s purpose and the actions required to release the hold.
Learn more: Purchasing and Contracts Updates and Hot Topics		Staff who process invoices
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