All Quick Steps
Account Structure: Stanford's Chart of Accounts
Step-by-step instructions for chart of account-related tasks:
- 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)
Banking & Commerce
Step-by-step instructions for cash handling and depositing-related tasks:
- Review Checks Upon Receipt
- Process and Deposit Department Receipts
- Prepare Currency and Coins for Deposit (with Department Transmittal Form)
- Process Donor Gift Checks
- Process Sponsored Project Receipts
- Process Miscellaneous Receipts
- Request an Outgoing Wire Transfer or ACH Payment
Buying & Paying
Step-by-step instructions for buying- and paying-related tasks:
- SmartMart Instructions
- Creating Requisitions / Purchase Orders
- Other Purchase Order Tasks
- Find or Add Approved Supplier
- Request Rapid Purchase Order (RPO) / Change Order
- Print an RPO to Fax to a Vendor
- Create or Change a Standard Purchase Requisition (STD)
- Approve / Edit a Purchase Requisition
- View or Suppress Commitments on an Approved Purchase Order (PO)
- View / Print Requisitions and Purchase Orders
- Receive / Return Goods in iProcurement
- Purchasing Card Tasks
- Check Requests
- Payment Tasks
- Shipping Tasks
Capital Equipment & Capital Projects
Step-by-step instructions for capital equipment- and capital project-related tasks:
- Create or Change a Standard Purchase Requisition (STD) (includes capital equipment request)
- Request New Capital Projects PTA
Financial Authority
Step-by-step instructions for financial authority-related tasks:
- View Authority Assignments
- Grant, Change, Revoke or Restore Financial Authority to Others
- Grant Authority for Oracle Financials Reporting
- Oracle Worklist Delegation and Worklist Sharing:
Financial Reporting Tools
Step-by-step instructions for financial reporting-related tasks:
- Grant Authority for Oracle Financials Reporting
- Setting ReportMart3 Preferences for PCs and Macs
- Extract Select Pages from a PDF File Containing Multiple Monthly Expenditure Statements
- Specific Instructions for PC Users
- Specific Instructions for Mac Users
Funds Management
Step-by-step instructions for funds management-related tasks:
- Create or Upload an iJournals
- Create or Upload a Salary iJournals
- Create or Upload a Historical iJournals
- Review and Approve Journal Entries
- Modify a Budget Using iBudgets
- Request New PTA
- Update PTA Roles / Owning Attributes (for single PTA or mass updates)
- Request New (or Change Exisiting) Expenditure Type or Object Code
- Request a Fund Transfer
- Update PTA Roles / Owning Attributes (for single PTA or mass updates)
- View or Suppress Commitments on an Approved Purchase Order (PO)
- Extract Select Pages from a PDF File Containing Multiple Monthly Expenditure Statements
Month / Year End Close
Step-by-step instructions for month-end / year-end close-related tasks:
- Create or Upload an iJournals
- Clear Organization Suspense Accounts for Labor
- Year-End Tasks...
- Create Salary Distribution Adjustment in LD
- Create / Update Labor Schedule
- Review and Approve Labor Distribution Adjustments
- Update PTA Roles / Owning Attributes (for single PTA or mass updates)
Payroll Administration
Step-by-step instructions for payroll administration-related tasks:
- Verify Employment Eligibility
- Time and Leave Reporting
- 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
- Labor Distribution
- Tax Treaties for Students, Postdocs and Faculty (These pages reside in the Students section of this web site)
- Miscelleneous
Payroll for Employees
Step-by-step instructions for payroll for employees:
- Personal Information
- Time and Leave Reporting
- W-2 Statements
- Employment Verification
- Tax Treaties for Students, Postdocs and Faculty (These pages reside in the Students section of this web site)
Petty Cash Administration
Step-by-step instructions for petty cash administration-related tasks:
- Get Certified as a Petty Cash Custodian
- Set Up New Petty Cash Fund
- Reimburse an Employee with Petty Cash
- Replenish Petty Cash in iOU
- Make Changes to a Petty Cash Fund
- Reconcile Petty Cash Fund
- Report a Petty Cash Theft
- Close a Petty Cash Fund
Reimbursement
Step-by-step instructions for reimbursement-related tasks:
- Enter Expense Report / Reimbursement Request in iOU (includes Clear an Advance)
- Validate Travel Card Transactions in iOU
- Request a Travel Advance in iOU
- Return Unused Advance Funds
- Get Reimbursed via Petty Cash
- Review Transaction Status in iOU
- Approve / Edit iOU Reimbursement / Expense Reports
Supporting Students
Step-by-step instructions for student support-related tasks:
- Make Tuition / Other Fee Payments by Enrolling in Payroll Deduction (link to Students - University Bill section)
- Obtain a Paper Bill
- Request Subsistence Payment, Travel Grant or Student Award Payment
- Claim Tax Treaty for Fellowship Payment (link to Students - Tax Information section)
- Claim Tax Treaty for Salary Payment (link to Students - Tax Information section)
- PeopleSoft Transaction Demos available from the Online Learning Center
Tax Compliance
Step-by-step instructions for tax compliance-related tasks:
- Request a Copy of Stanford's Form 990 and 990-T (Business Income Tax Returns)
- Claim Tax Treaty for Fellowship Payment (link to Students - Tax Information section)
- Claim Tax Treaty for Salary Payment (link to Students - Tax Information section)
Travel
Step-by-step instructions for travel-related tasks: :
- Validate Travel Card Transactions in iOU
- Enter Reimbursement Request in iOU (includes Clearing Advances)
- Request a Travel Advance in iOU
- Return Unused Advance Funds
- Request Subsistence Payment, Travel Grant or Student Award Payment
- Approve / Edit iOU Reimbursement / Expense Reports
- Review Transaction Status in iOU