How To:  Verify PCard Transactions

Step 1 – Log in to PCard

1. Go to https://ofweb.stanford.edu
2. Enter your SUNet ID and Password
3. Click SU PCard

Step 2 – Select PCard Transaction to Verify

1. Click the Transaction ID for the transaction

Step 3 – Complete PCard Verification Header Information

1. Enter the Business Purpose for the transaction
   
   
   Note:  The first 20 characters of this field will be included on the associated expenditure reports. This section provides the business justification for the expense.
   
   
2. Select Country where charges were incurred
3. Select Yes or No to "Are you sending backup documents?"
   
   
   Note:  The "Are you sending backup documents" option is grayed-out for transactions of $75 or more as receipts / documents must be submitted. Receipts under $75 are optional or per department policy.
   
   
4. Select the correct answer to Receipt Missing? (Yes or No)
5. If you indicate that the receipt IS missing, and you know the expense was incurred in support of Stanford business, click the check box labeled I certify that these expenses were incurred on behalf of Stanford business.
6. Select the correct answer to Correct Sales Tax Paid? (Yes, No, or Partial)

1. Continue with Step 5

1. Select Disputed "Yes"
2. Select Dispute Reason
3. Select Dispute Resolved "No"
4. Enter Dispute Note (optional)

1. Select Disputed "Yes"
2. Select Dispute Reason
3. Select Dispute Resolved "Yes"
4. Enter Related Credit Transaction ID
5. Enter Dispute Note (optional)

1. Confirm the correct Charge Account is displayed or enter the correct PTAE

1. Confirm the correct Charge Account is displayed or enter the correct PTAE
2. Click Add Line button to enter another PTAE
3. Enter the new PTAE
4. Enter either a Percent or an Allocation Amount for the new PTAE
5. Change the Percent or Allocation Amount for the original PTAE to charge the total amount (percent must equal 100%)
6. Enter the Allocation (Split) Reason for the distribution
7. Repeat to add additional PTAEs

1. Click Add Line button to add an approver to the Approval Routings
2. Enter the Person who should approve the transaction
   
   
   Note:  Names in Oracle are in the format Last name, First name. If approver is not found, entering only Last name, First initial or only Last name may pull up a list of possible matches.
   
   

1. Click Add Line button to add an approver to the Approval Routings
2. Click the Flashlight icon to search for an approver by name
3. Enter the last name of the approver, with only first letter capitalized
4. Click Go button
5. Click the radio button next to the correct name
6. Click Select button

1. Click Add Line button to add an approver to the Approval Routings
2. Click Search for Approver by Project and Task icon (three small people and a flashlight) to search for an approver by account number
3. Enter the Project and Task for which you want to find an approver.
4. Click Go button
5. Click the radio button next to the correct name
6. Click Select button

Step 7 – Verify the Transaction

PCard transactions of $75 or more require the receipt to be submitted with the verification. For transactions under $75, submitting the receipt is optional. However, individual school or department policies may require all receipts be attached.

1. Click Verify button. A new window will open with the Confirmation page.
2. If submitting receipts and/or backup documents, follow the instructions on the Confirmation page. Continue with Step 8.
   ~ OR ~ If no receipts or backup documents are being submitted, the transaction will route to the approver.

1. Scan receipts / documents to your computer
2. Click the Upload Attachments link and follow the instructions to upload your documents
3. After uploading, click Return to PCard Worklist to view the status of your transaction

1. Click the Print Bar Code Cover Page link
2. Follow the instructions to print the bar code page and fax in your documents (bar code page on top)
3. After faxing, click Return to PCard Worklist to view the status of your transaction