All How To... by Activity

Account Structure: Stanford's Chart of Accounts

• Identify Existing Project, Task, Award (PTA)
• Request New PTA
• Updating PTAs:
  • Update PTA Roles / Owning Attributes (for single PTA or mass updates)
  • Request New (or Change Existing) Expenditure Type or Object Code (for multiple PTAs)

Buying & Paying

Place Online Catalog Orders (SmartMart ordering via iProcurement)

Place Non-Catalog Orders (Standard Requisition in iProcurement)

Request Wire or ACH Payment

Learn about Expense Requests System

Capital Equipment & Capital Projects

• Create a Standard Non-Catalog Requisition (includes capital equipment request)
• Change a Standard Non-Catalog Purchase Order (includes capital equipment request)
• Request New Capital Projects PTA

Cash Handling & Deposits

• Review Checks Upon Receipt
• Prepare Currency and Coins for Deposit (using Department Transmittal Form)
• Process and Deposit Department Receipts (using Department Transmittal Form)
  
• Prepare deposits online using CASHNet:
  • Logging into CASHNet.com (1:53)
  • Preparing Deposits (2:58)
  • Departmental Deposits: CASHNet User Guide
• Process Donor Gift Checks, Gift Transmittals How To Instructions
• Process Sponsored Project Receipts
• Process Miscellaneous Receipts
• Claim Receipts in the Unidentified Receipts Database
• Request an Outgoing Wire Transfer or ACH Payment

Financial Authority

• View Authority Assignments
• Grant, Change, Revoke or Restore Financial Authority to Others
• Grant Authority for OBI Financial Reporting Based on Organization, Project and/or Award, or Principal Owner
• Grant Authority for Oracle Financials Reporting Using ReportMart3
• Oracle Worklist Delegation and Worklist Sharing:
  • Create, View, or Maintain Vacation Rules in Oracle
  • Grant, View, or Maintain Oracle Worklist Access
  • Act on Delegated Oracle Transaction Approvals
  • Access a Shared Oracle Worklist
  • Access Your Delegated Oracle Transaction Approvals
  • Use the Oracle Vacation Query

Financial Reporting

• Oracle Financial Reporting Using Oracle Business Intelligence (OBI)
  • OBI Quick Start Guide
  • Explore OBI Reports
  • Identify OBI Financial Reporting Authority Assignments within an Organization
  • Grant Authority for OBI Financial Reporting Based on Organization, Project and/or Award, or Principal Owner
• Oracle Financial Reporting Using ReportMart3
  • Grant Authority for Oracle Financials Reporting Using ReportMart3
  • Setting ReportMart3 Preferences for PCs and Macs
  • Extract Select Pages from a PDF File Containing Multiple Monthly Expenditure Statements
  • Specific Instructions for PC Users
    • Run, Print, Save or Export ReportMart3 Reports on a PC
    • Save, Schedule and Manage Favorite ReportMart3 Reports
  • Specific Instructions for Mac Users
    • Setting Preferences for Citrix/Connect Screen Size on a Mac
    • Run, Print, Save or Export ReportMart3 Reports on a Mac
    • Save, Schedule and Manage Favorite ReportMart3 Reports
• Oracle Financials Inquiry Tools (SU Inquiry Tools)
  • How To: Identify PTA Using the Fund Title Query
  • How To: View Approval Authority Assignments for a Project and Task, or Award Using the Signature Authority Query

Funds Management

• Journal Entries How To Instructions
• Modify a Budget Using iBudgets
• Account (PTA) and Expenditure Type Tasks:
  • Request New PTA
  • Request New (or Change Exisiting) Expenditure Type or Object Code
  • Request a Fund Transfer
  • PTA Manager and PTA Maintenance How To Instructions
• Gift Transmittals How To Instructions
• Commitment Management and Forecasting:
  • How To Instructions for Common Commitment Management System (CMS) Tasks
  • View or Suppress Commitments
• Extract Select Pages from a PDF File Containing Multiple Monthly Expenditure Statements

Month-End / Year-End Close

• iJournals:  Create or Upload Journal Entries
• Clear Organization Suspense Accounts for Labor
• Year-End Tasks...
  • Clear a Fund Overdraft at Year-End
  • Upload a Bulk Fund Transfer in iJournals
  • Request a Fund Transfer
  • Request Carry Forward / Rollover of Project Balances at Fiscal Year-End
• Create Salary Distribution Adjustment in LD
• Create / Update Labor Schedule
• Review and Approve Labor Distribution Adjustments
• PTA Manager and PTA Maintenance How To Instructions

Payroll Administration

• Employment Eligibility
  • Verify Employment Eligibility (I-9)
  • Update Employment Eligibility (I-9)
  • Run I-9 Status Report
• Time and Leave Reporting
  • Review and Approve Employee Timecards in Axess
  • Review Timecards for Part-Time Non-Exempt Salaried Employee
  • Delegate Authority for Axess Timecard
  • Adjust Paid Time in Axess Timecard
  • Calculate Vacation Accrual
• Review and Adjust Employee Pay
  • Verify Employee Pay
  • Process a Termination (PeopleSoft HRMS Quick Reference Guide)
  • Request One-Time Payment
  • Request Recurring Payment
  • Modify / Stop Recurring Payment
  • Adjust for Employee Overpayment
  • Request Off-Cycle Check
  • Request Off-Cycle Stipend Payment
• Labor Distribution
  • Create / Update Labor Schedule
  • Create Salary Distribution Adjustment in LD
  • Review and Approve Labor Distribution Adjustments
  • Review and Edit or Void Returned Labor Distribution Adjustments
  • Review Labor Distribution Adjustment Details and Status
  • Withdraw a Labor Distribution Adjustment
  • OBI Financial Reporting (Payroll detail and planning information found in LBR 671 is now available in OBI PLM dashboard reports)
  • Clear Organization Suspense Accounts for Labor
• Tax Treaties for Students, Postdocs and Faculty
  • Claim Tax Treaty for Salary Payment
  • Claim Tax Treaty for Fellowship Payment
  • Claim Tax Treaty for Honorarium
• Miscellaneous
  • Request Stop Payment

Payroll for Employees

• Personal Information
  • Enroll / Update / Cancel Direct Deposit
  • Declare or Change Withholding Allowances
  • View Current or Historic Pay Statements
  • Update Phone and Address Information
• Employment Eligibility
  • Verify Employment Eligibility (I-9)
  • Update Employment Eligibility (I-9)
• Time and Leave Reporting
  • Enter Time and Leave for Non-Exempt, Bargaining Unit, Contingent, and Hourly-Paid Student Workers
  • Enter Leave in Axess Timecard for Exempt Staff
  • Review and Approve Employee Timecards in Axess Timecard
• W-2 Statements
  • Elect / Cancel Online W-2 Statement Delivery
  • Order Duplicate W-2 Statement
• Employment Verification
  • Obtain Immigration Verification Letter
  • Obtain / Delete Salary Key for Salary Verification
• Tax Treaties for Students, Postdocs and Faculty
  • Claim Tax Treaty for Fellowship Payment
  • Claim Tax Treaty for Salary Payment

Petty Cash Administration

• Get Certified as a Petty Cash Custodian
• Set Up New Petty Cash Fund
• Set Up New Petty Cash Checking Account
• Reimburse an Employee with Petty Cash
• Replenish Petty Cash in Expense Requests
• Increase Petty Cash Fund
• Decrease Petty Cash Fund
• Assign a Temporary Custodian During Planned Absence
• Change Petty Cash Custodian
• Reconcile Petty Cash Fund
• Reconcile Petty Cash Fund Without Replenishment
• Report a Petty Cash Theft
• Close a Petty Cash Fund

Reimbursement / Expense Reporting

• Reporting Expenses / Requesting Reimbursement
  • Guidelines – Foreign Expenses

  For an SU Payee (faculty, staff, or student)

  • Guidelines for Use of Expense Report Categories
  • Create DAPER Expense Report
  • Create Domestic Expense Report
  • Create Foreign Expense Report
  • Itemize Travel or Business Expenses (including alcohol)
  • Create Relocation Expense Report

  For Non-SU Payee (visitor reimbursement)

  • Setup a Non-SU Payee for Reimbursement
  • Guidelines for Use of Categories for Non-SU Payee
  • Create DAPER Expense Report
  • Create Domestic Expense Report
  • Create Foreign Expense Report
  • Handle Rejected / Returned Transaction
  • Get Reimbursed via Petty Cash
  • Instructions for Petty Cash Administrators
• Requesting / Clearing Advances
  • Guidelines for Use of Advance Categories
  • Create Advance Request
  • Clear an Advance
  • Return Unused Advance Funds
  • Approve / Reject an Expense Report, Advance, or Non-PO Payment
• Using Workflow Notifications
• Approving / Rejecting an Expense Report, Advance, or Non-PO Payment
• Supplier / Payee Setup
  • Making a Supplier / Payee Request
  • Viewing Pending Supplier / Payee Requests
  • Completing a Supplier / Payee Request for Confidential Information (Secure Portal)

Supporting Students

• Make Tuition / Other Fee Payments by Enrolling in Payroll Deduction
• Obtain a Paper Bill
• Request Subsistence Payment and Travel Grant for Visitors
• Request an Award Check for Stanford Students
• Reimburse SHC Medical Residents / Clinical Fellows
• Claim Tax Treaty for Fellowship Payment
• Claim Tax Treaty for Salary Payment
• General Information about PeopleSoft at Stanford

Tax Compliance

• Request a Copy of Stanford's Form 990 and 990-T (Tax Returns)
• Claim Tax Treaty for Fellowship Payment
• Claim Tax Treaty for Salary Payment

Travel

• Reporting Travel Expenses

  For an SU Payee (faculty, staff, or student)

  • Guidelines for Use of Expense Report Categories
  • Create DAPER Expense Report
  • Create Domestic Expense Report
  • Create Foreign Expense Report
  • Itemize Travel or Business Expenses (including alcohol)
  • Create Relocation Expense Report

  For Non-SU Payee (visitor reimbursement)

  • Setup a Non-SU Payee for Reimbursement
  • Guidelines for Use of Categories for Non-SU Payee
  • Create DAPER Expense Report
  • Create Domestic Expense Report
  • Create Foreign Expense Report
  • Handle Rejected / Returned Transaction
• Managing Travel Card (TCard) Charges
  • View and Organize Outstanding TCard Charges
  • Manage TCard Charge Aging
  • View TCard History
  • Record a TCard Charge in Dispute
  • Reconcile a Disputed TCard Charge
• Handling Advances
  • Create Advance Request
  • Clear an Advance
  • Return Unused Advance Funds
• Approving Travel Expenses
• Request Changes to Stanford Travel Card (TCard) Account
• When Students Travel for Stanford