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, and must answer the questions Who, What, When, Where, and Why.
2. Select the correct answer to Receipt Missing? (Yes or No)
3. 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.
4. 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.
5. Select Country where charges were incurred
6. Select Yes, No, or Partial to Was Correct Sales Tax Paid? drop-down menu (See more information about Use Tax at Step 7)

1. Continue with Step 5

1. Select Disputed "Yes"
2. Click Generate Dispute Resolution Form button
Note:  The Generate Dispute Resolution Form is used when the verifier selects the PCard transaction as Disputed. The verifier will need to complete the form and attach as a backup to the transaction rather than a receipt in normal cases.
3. Select one or more checkboxes next to disputed reasons that apply to you in the PCard Disputed Transaction (Statement of Questioned Item) popup window
4. Print the page out
5. Write explanation on lines under selected checkboxes (optional)
6. Add signature and date
7. Scan the document into electronic forms (PDF, JPG) to be attached as a backup of the transaction
8. Follow the instructions on the document
9. Close the PCard Disputed Transaction (Statement of Questioned Item) window and return to Verify PCard Transactions
Note:  Once the transaction is marked as Disputed in the PCard module, it will have to be disputed with JPMorgan Chase. In many cases, JPMorgan Chase will issue credits if the dispute is valid. Once the credit appears, the verifier will need to clear the credit and the disputed transaction at the same time.
10. Select a Dispute Reason from the drop-down menu
11. Leave the Dispute Resolved at its default setting of "No"
12. Enter Dispute Note (optional)

1. Leave Disputed "Yes"
2. Leave Dispute Reason as-is
3. Change Dispute Resolved from "No" to "Yes"
4. Enter Related Credit Transaction ID
5. Enter Dispute Note (optional)

Note: Most users wait to verify the charge when the dispute is cleared.

Step 5 – Indicate If Expense Was for Business Meal or Non-Meal Expense

1. Click Expense Type drop-down menu
2. Select the Expense Type
   • Meal – Breakfast
   • Meal – Lunch
   • Meal – Dinner
   • Meal – Other
   • Non-meal expense
3. If the expense type is one of the four "meal" choices, enter the Number of Attendees at the business meal / event for which food was purchased

1. Confirm the correct Charge Account is displayed or enter the correct PTAE
   Note:  If the Expense Type is one of the four "meal" choices, ensure that the Expenditure Type to is 52355 – FOOD. If the allocated meal expenses include alcohol, the entire amount of the tax and tip must be charged to Expenditure Type 52310 – ALCOHOLIC BEVERAGES UNALW – or 52325 – MEALS FOOD TAX & TIP UNALLOW – and to a non-sponsored PTA.

1. Click Add Line button to enter another PTAE
2. Enter the new PTAE
   Note:  If the Expense Type is one of the four "meal" choices, ensure that the Expenditure Type is 52355 – FOOD.)
3. Enter either a Percent or an Allocation Amount for the new PTAE
4. Change the Percent or Allocation Amount for the original PTAE to charge the total amount (percent must equal 100%)
5. Enter the Allocation (Split) Reason for the distribution
6. Repeat to add additional PTAEs

1. Enter correct Total Taxable Amount
2. Enter Actual Tax Paid if the correct sales tax is partially paid
   Note:  If the correct sales tax is not paid, Actual Tax Paid field cannot be edited.
3. Click Create Tax Allocations button
4. Confirm the correct Charge Account is displayed or enter the correct PTAE

1. Enter correct Total Taxable Amount
2. Enter Actual Tax Paid if the correct sales tax is partially paid
   Note:  If the correct sales tax is not paid, Actual Tax Paid field cannot be edited.
3. Click Create Tax Allocations button
4. Click Add Line button to enter another PTAE
5. Enter the new PTAE
   Note:  If the Expense Type is one of the four "meal" choices, ensure that the Expenditure Type to is 52355 – FOOD. If the allocated meal expenses include alcohol, the entire amount of the tax and tip must be charged to Expenditure Type 52310 – ALCOHOLIC BEVERAGES UNALW – or 52325 – MEALS FOOD TAX & TIP UNALLOW – and to a non-sponsored PTA.
6. Enter either a Percent or an Allocation Amount for the new PTAE
7. Change the Percent or Allocation Amount for the original PTAE to charge the total amount (percent must equal 100%)
8. Enter the Allocation (Split) Reason for the distribution
9. Repeat to add additional PTAEs

1. Click Add Approvers button to add an approver to the Approval Routings
2. Enter the Person who should approve the transaction
3. Repeat to add additional approvers
   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 Approvers button to add an approver to the Approval Routings
2. Click the magnifying glass 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

Step 9 – 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. The Confirmation page will display.
2. If submitting receipts and/or backup documents, follow the instructions on the Confirmation page. Continue with Step 10.
   
   ~ 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