All How To... by Activity
Find step-by-step instructions by financial 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)
Budget Management
Buying & Paying
Place Online Catalog Orders Using SmartMart (via iProcurement)
Place Non-Catalog Orders (Standard Requisition in iProcurement)
- Pay Stanford Employee Honoraria:
- Pay Visitor Honoraria:
- Claim Tax Treaty for Honorarium
- Make Direct Human Subject Payment
- Request Advance for Human Subject incentive
- Submit Expense Request / Reimbursement Request for Human Subject Expenditures
- Create an Online Fedex Account, and Add and Remove PTAs
- Shipments from a Foreign Country: Refer to Step 3 of Create a Standard Non-Catalog Requisition
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
- Determine Whether Computer Software Costs Should Be Capitalized or Expensed
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:
- Preparing Deposits (2:58)
- Departmental Deposits: CASHNet User Guide
- Logging into CASHNet.com (for users with more than one IDs only) (1:53)
- 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:
- Approve Financial Transactions
Financial Reporting
- Oracle Financial Reporting Using Oracle Business Intelligence (OBI)
- Oracle Financial Reporting Using ReportMart3
- Oracle Financials Inquiry Tools (SU Inquiry Tools and Forms)
Funds Management
- Journal Entries How To Instructions
- Create / 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
- Recording Non-salary Expenditures
- iJournals How To Instructions (e.g., new, allocation, or upload journals)
- Expense Requests How To Instructions (e.g., travel card charges, advances, expense reports, non-PO payments)
- Upload or Mail an Invoice to Accounts Payable
- Purchasing Card (PCard) How To Instructions (e.g., verify, review and approve or reject)
- Recording Salary Expenditures
- Claiming Receipts in the Unidentified Receipts Database
- Recording Accruals
- Managing Funds
- PTA Manager and PTA Maintenance How To Instructions
Payroll Administration
- Employment Eligibility
- Time and Leave Reporting
- Review and Adjust Employee Pay
- 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
- Miscellaneous
Payroll for Employees
- Personal Information
- Create a Modeled Paycheck
- Employment Eligibility
- Time and Leave Reporting
- W-2 Statements
- Employment Verification
- Tax Treaties for Students, Postdocs and Faculty
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
For an SU Payee (faculty, staff, or student)
For Non-SU Payee (visitor reimbursement)
- Requesting / Clearing Advances
- Using Workflow Notifications
- Supplier / Payee Setup
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
Travel
- Reporting Travel Expenses
For an SU Payee (faculty, staff, or student)
For Non-SU Payee (visitor reimbursement)
- Managing Travel Card (TCard) Charges
- Handling Advances
- Approving Travel Expenses
- Review / Approve Escalated Expense Requests and PCard Transactions
- Request Changes to Stanford Travel Card (TCard) Account
- When Students Travel for Stanford