Overview: Stanford's Purchasing Card Program

Purchasing Cards are a tool for individuals making purchases on behalf of the University. 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 person. The Department Purchasing Card is issued to a department and assigned to a custodian. All Purchasing Card transactions require verification and approval. Verifications are transacted in the PCard Module in Oracle Financials (Learn about PCard Module).

On this page:

• How to Apply for a Purchasing Card
• Roles and Responsibilities
• Purchasing Card Policy (Administrative Guide 5.3.3)

How to Apply for a Purchasing Card

Eligibility is based on a departmentally-determined business need, and is contingent upon:

• completed online application, specifying a guarantee account number (PTA),
• approvals from both the prospective cardholder's manager or department chair / dean and appropriate financial approver,
• execution of online cardholder agreement,
• assignment of person responsible for verifying transactions and approving transactions, and
• completion of required training
  • FIN-0450:  PCard Policy and Procedure
    
    

    This class will highlight how to apply University policy for the correct use and control of PCards, describe the procedure of obtaining a PCard, verify and approve PCard transactions using the PCard module of Oracle Financials, find PCard reports in ReportMart3, and access help resources.

To apply for a Purchasing Card for an individual or department, complete and submit the Stanford Purchasing Card (MasterCard) 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 Purchasing Cards, and verification and approval of Purchasing Card transactions.

• Cardholder:  Stanford employee whose name appears on an individual Purchasing Card


• Custodian:  Stanford employee who administers department PCards
  
  

  Cardholders and Custodians are responsible for:

  • Immediately reporting lost or stolen card to JPMorgan Chase at 1-800-316-6056, then notify the PCard Administration
  • Dealing with the merchant directly to resolve disputes and apply credits
  • Working with JPMorgan to resolve any disputes not resolved with the merchant. See How To: Dispute PCard Transactions.
  • Notifying PCard Administration of any changes to the account
• Verifier:  Individual responsible for matching receipts and verifying card transactions within the PCard Module of Oracle. See How To: Verify PCard Transactions.


• Approver:  Person conducting the final transaction reviews, ensuring University policy compliance and business approval of the transaction (must be different from the verifier) See How To: Review, Approve or Reject PCard Verifications.

Important Note:  Charges incurred on a Department Purchasing Card are not disputable with JPMorgan. Consequently, the Department is ultimately liable for any fraudulent and erroneous charges not resolved directly with the merchant.

Questions?

• Learn more about the PCard Module of Oracle Financials.
• For additional help, contact the Financial Support Center (3-2772).