PCard is a custom module of the Oracle Financials system used to verify, edit, search, approve or withdraw charges made against Stanford Purchasing Cards. Purchasing Cards (PCards) are Stanford liability credit cards issued to approved university employees to make university business purchases.
About
University-issued PCards are not the most effective or cost-efficient purchasing method. For more information, refer to Topic Overview: Purchase Goods and Topic Overview: Stanford's Purchasing Card Program.
Types of Transactions in the PCard Module
PCard Verifications
Designated Purchasing Card Verifiers with access to the PCard module can review transaction details, enter complete business purposes, attach supporting receipts and documentation, verify sales tax, verify/update charge accounts (PTAE) and, as needed, flag transactions for dispute with the merchant and/or bank. There can be only one verifier at a time per PCard account.
PCard Approvals
Approvers with access to the PCard module can review transaction details and either approve, edit or return the transaction to the verifier with comments. Edits may include updating charge accounts or adding approvers or FYI recipients to the Approval Routing List.
How Do I Start Using the PCard Module?
There is only one level of access to the PCard module in Oracle. "SU PCard" responsibility enables authorized Verifiers and Approvers to review and approve PCard transactions.
Visit the Newsroom for recent announcements and subscribe to receive future PCard updates and enhancements.
Access
Before using the PCard module in Oracle Financials, do the following:
- Complete the required training for new users.
- Be granted self-serve privilege, "SU PCard," in the Authority Manager application by your school or department.
- Submit the PCard Application or request PCard changes.
- For new PCard accounts: To become a Verifier for a new PCard account, list your name as the Verifier on the PCard Application (normally submitted by the Cardholder or Custodian of a Department Card).
- For existing PCard accounts: To become a new Verifier for an existing PCard Account, follow How To: Manage Stanford Purchasing Card (PCard)/Travel Card (TCard) Account Profile to request changes.
Browser Requirements
For the Oracle Financials features and functions to work properly on PC and Mac computers, use recommended browsers. Review the Administrative System Browser Requirements webpage.
Learning
For New Users
Prior to enrolling in PCard training, you must complete prerequisite courses. Click the course overview page below to view all courses included in the learning path.
- FIN-0450: PCard Policy and Procedure
- Required for PCard holders and transaction verifiers.
Learning supplements are available for just-in-time learning following course completion.
- Purchasing Card (PCard) Module Learning Supplement
- Provides detailed instructions for verifying Stanford Purchasing Card (PCard) transactions using the PCard module.
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
PCard reporting can be performed using:
- Oracle Business Intelligence (OBI) Expense Requests and SU Card Activity dashboard
Use the dashboard to report on:- Credit Card Transactions: This report displays all Travel Card and Purchasing Card transactions with merchant, charging and approval details.
- Credit Card Transactions Aging: This report displays the same information as the Credit Card Transaction report but has no date parameters so it finds all Travel Card and Purchasing Card transactions that have not been posted to a PTA.
- SU Credit Card Custodian Report: This report displays both the active and inactive (as indicated by the column Credit Card Inactive Date) Purchasing Cards and Travel Cards for a PTA or Organization and details of respective Credit Card Holders and Verifiers, daily and monthly charged limits.
Refer to OBI Financial Reporting system for more information.
- Oracle Pending Transactions inquiry tool
- Pending Transactions: provides a consolidated view of all purchase requisitions, invoice payments, supplier and payee requests, PCard verifications and Expense Request system transactions including TCard that are pending an action.
Refer to Oracle Financials Inquiry Tools system for more information.
