How To:  Verify PCard Transactions

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

1. Click the Transaction ID for the transaction

1. Enter the Business Purpose for the transaction
   
   
   Note:  The first 20 characters of the Business Purpose followed by the first 9 characters of the Merchant Name (e.g., Toner for fax machin:APPLIED M.) display on detailed expenditure reports (such as the Monthly Expenditure Statement). Please be thoughtful about what will appear on reports. Use the first 20 characters wisely!
   
   
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 flag is read only for transactions of $75 or more. If the transaction is less than $75, it does not need to be imaged or retained unless departmental policy / practice indicates otherwise.
   
   
4. Select the correct answer to Receipt Missing? (Yes or No)
5. 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 Lastname, Firstname and sometimes Middle initial. You must know the name exactly as it appears in the Oracle database.
   
   

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
7. Click Select button

Note:  Beginning June 7, 2008, all PCard receipts for transactions of $75 or more must be electronically attached to the PCard verification transaction following Steps 10-13 below. If the transaction is less than $75 it does not need to be imaged or retained unless departmental policy / practice indicates otherwise.

1. Click Verify button. This will take you to the Confirmation page, also called the Bar Code page.
2. Print a copy of the Confirmation (bar code) page
3. Click Return to PCard Worklist

Note:  Backup receipts are required for all PCard transactions of $75 or more.

1. Gather the PCard receipts
2. Place the Confirmation (bar code) page on top of your receipts
   
   
   Note:  The Confirmation (bar code) page must be page 1 of your fax.
   
   
3. Fax the confirmation page and receipts to the designated fax number on the Confirmation (bar code) page
4. Check the transmission status of the outgoing fax. A status of OK confirms that the fax has been sent successfully
   
   
   Note:  Within minutes of sending the fax, the online images can be viewed in the PCard application.
5. Click on the Transaction ID from the Transactions at a Glance section. If backup receipts were attached, the View Backup Documentation and View Backup Documentation (PDF viewer for Mac users) links will be available in the Attachments section.