All Resources

Account Structure: Stanford's Chart of Accounts

Links, tools and reference materials related to account structure: chart of accounts:

• PTAEO / PFOO Account Structure
  • PTAEO and PFOO Defined
  • PTA Attributes & Definitions (for use when requesting a new PTA)
  • Project Types & Definitions
  • Service Type Attribute Matrix
  • Service Type Determination for Fellowship Awards
  • Service Type Determination Based on Sponsored Activity (including Cost Sharing)
  • Award Types
  • Award Purposes
  • Award Range Table
  • Expenditure Type Definitions & Rules
  • Object Code Listing
  • Object Codes: 46XXX Revenue Definitions
  • University Administration Organizational Hierarchy
  • How Changes to PTA Attributes Affect Authority and Reporting
• Proper Coding of Allowable and Unallowable University Expenditures
• Oracle Authorized Approver Hierarchy
• Inquiry Tools and Reports
  • Expenditure Type Query
  • Fund Title Query
  • Legacy GL to Oracle PTA Translator
  • Reports Related to Account Structure: Chart of Accounts
• Contacts for Sponsored and Non-Sponsored Funding
  • School and Department Contacts for Sponsored Funding
  • School and Department Contacts for Non-Sponsored Funding

Banking & Commerce

Links, tools and reference materials related to cash handling and deposits:

• Credit Card Merchant Services Web Site
• University Cashier's Office Hours, Location and Services
• Types of University Receipts – Examples, Exceptions and Important Notes
• Object Code Listing
• Currency Converter
• Sales and Use Tax Guide
• Unrelated Business Income
• Inquiry Tools and Reports
  • Expenditure Type Query
  • Reports Related to Banking and Commerce

Buying & Paying

Links, tools and reference materials related to buying and paying:

  Buy / Pay Guide
Find where and how to buy over 100 item types & services

  Buying and Paying Support Center
Contact a Buying & Paying Specialist for prompt & friendly support

  DPA Lookup Tool
Find your Department Property Administrator

  Requisition & Purchase Order Query Tool
See requisition/PO detail, workflow status, payment status, attachments
* Open SU Inquiry Tools folder from Oracle home page

  Expenditure Type Query Tool
Look up expenditure type codes by commodity or service

  Instructions for Releasing Invoice Holds

  Understanding PTA Status / End Date Validations for Invoice Processing

  ReportMart3 Reports Related to Buying & Paying
Report titles and descriptions

  For Suppliers
Information and resources for doing business with Stanford

Capital Equipment & Capital Projects

Links, tools and reference materials related to capital equipment and capital projects:

• Common Expenditure Types Used for Property and Equipment
• Property Management Office (PMO)
• Inquiry Tools
  • DPA (Department Property Administrator) Lookup Tool
  • Expenditure Type Query
• Funding Guidelines for Capital Projects
• Cost Guidelines for Capital Projects – Capitalizable vs. Non-Capitalizable Costs
• University Budget Plan
• Reports Related to Capital Equipment & Capital Projects

Financial Authority

Links, tools and reference materials related to financial authority:

• University Administration Organization Hierarchy
• How Changes to PTA Attributes Affect Authority and Reporting
• Oracle Approval Workflow
  • Workflow Variations by Oracle Transaction Type
• System Access
  • Authority and Access Requirements for Using Stanford Financial Systems
  • Requesting Oracle Access for Non-Employee Students, Hospital Employees & Temporary Employees
• Inquiry Tools and Report
  • Expenditure Type Query
  • Oracle Signature Authority Query
  • Reports Related to Financial Authority

Financial Reporting Tools

Links, tools and reference materials related to financial reporting tools:

• Oracle Financials Reporting and ReportMart3
  • Oracle Financials Report Types and Uses
  • Status of ReportMart3 Data
  • Financial Reports Web Site (Expenditure, Revenue & Operating Statements)
  • Accessing Prompts in ReportMart3
  • Using Advanced Prompts in ReportMart3
  • Setting Internet Explorer Security to Enable ReportMart3 Excel Downloads
• Oracle Reference Code Table
• System Access
  • Getting Access to ReportMart1
  • Getting Access to ReportMart3
• SU Inquiry Tools (To access SU Inquiry Tools, launch Oracle and open the SU Inquiry Tools folder)
  • Expenditure Type Query (Link directly from here)
  • Fund Title Query (Link directly from here)
  • Oracle Signature Authority Query (Link directly from here)
  • Oracle Vacation Query (Must launch from Oracle)
  • Requisition and Purchase Orders Query (a.k.a. Web Inquiry) (Must launch from Oracle)

Funds Management

Links, tools and reference materials related to funds management:

• Funds Management Reference Materials:
  • Proper Coding of Allowable and Unallowable University Expenditures
  • A Guide to Managing Your Money
  • About Burdening
  • How Changes to PTA Attributes Affect Authority and Reporting
  • Physical Inventory Guidelines
  • University Budget Plan
  • Oracle Reference Code Table
  • Award Types
  • Award Purposes
• iJournals Resources:
  • Getting Access to iJournals Module of Oracle Financials System
  • iJournals Responsibility Matrix
• Commitment Management System (CMS) Resources:
  • Getting Access to CMS
  • CMS Reports
• Oracle Financials ReportMart3 Resources:
  • Getting Access to ReportMart1
  • Reports Related to Funds Management
  • Status of ReportMart3 Data
  • Commitment Data on Oracle Financials Reports
  • Understanding How Expenditure, Budget & Commitment Data Appear on Oracle Financials Reports
  • How to Read a Fund Statement
  • Financial Reports Web Site (Expenditure, Revenue & Operating Statements)
• SU Inquiry Tools (To access SU Inquiry Tools, launch Oracle and open the SU Inquiry Tools folder):
  • Expenditure Type Query
  • Fund Title Query
  • Oracle Signature Authority Query (Link directly from here)
  • Oracle Vacation Query (Must launch from Oracle)
  • Requisition and Purchase Orders Query (a.k.a. Web Inquiry) (Must launch from Oracle)
• Who to Contact for Help:
  • School and Department Contacts for Sponsored Funding
  • School and Department Contacts for Non-Sponsored Funding

Month / Year End Close

Links, tools and reference materials related to month-end / year-end close:

• Month End Resources
  • FY12 Month End Close Deadlines
• Year End Resources
  • FY11 Year End Close Presentation to Budget Officers
  • FY11 Year End Close Meeting to Budget Officers – Notes from Meeting 6/17/2011
  • FY11 Year End Close Schedule
  • FY11 Year End Close Calendar
  • Clearing Organization Suspense Accounts
  • Reason Codes for Organization Suspense Account Entries
• University Administration Organizational Hierarchy



• Oracle iJournals Related Resources & Job Aids
  • iJournals Responsibility Matrix
  • Feeder Best Practices
  • Getting Access to iJournals Module of Oracle Financials System
• Oracle Labor Distribution Related Resources & Job Aids
  • Labor Distribution Best Practices
  • Find Who Can Create a Labor Distribution Adjustment
  • Getting Access to Labor Distribution Module of Oracle Financials System
• Inquiry Tools and Reports
  • Expenditure Type Query
  • Reports Related to Month-End / Year-End Close
  • Financial Reports Web Site (Expenditure, Revenue & Operating Statements)
  • Status of ReportMart3 Data

Payroll Administration

Links, tools and reference materials related to payroll administration:

• Payroll Deadlines and Reference Codes
  • Payroll Schedules and Deadlines
  • Postdoc Fellowship Deadlines
  • Payroll Earnings Codes
  • Prescribed Supplemental Pay Earnings Code Usage
  • Job Classification Codes (JCC) Mapped to Expenditure Types
  • Axess Timecard Pay Rules
  • Axess Timecard Leave Accrual Rates
• Resources for Employees
  • Online W-2 Statements and Duplicate W-2 Orders
  • Employment Verification
• Termination Process
  • Termination Process Reference Guide
  • Vacation Accrual Balance Template
• Off-Cycle Check Process
  • Off-Cycle Check Webform Job Aid
  • GFS Off-Cycle Check Webform Job Aid
• Non-Resident Alien Information
  • Salary Tax Treaties and Forms   (This page resides in the Students section of this web site)
  • Inviting and Paying Foreign Visitors (includes Foreign Visitor Categories and Associated Visa Types)
• Faculty Pay
  • Faculty Labor Distribution Entry Templates
  • Administrative Effort Reporting Memo
• System Access
  • Getting Access to iJournals Module of Oracle Financials System
  • Getting Access to Labor Distribution Module of Oracle Financials System
• Time & Leave Reporting
  • Getting Access to Axess Timecard Time and Leave Reporting System
  • Time Clock Basic Function Keys (in English and Spanish)
  • Axess Timecard Pay Rules
  • Axess Timecard Leave Accrual Rates
• Miscellaneous
  • Paying for Academic Travel and Misc. Student Support (slide presentation)
  • Payments to Human Subjects
  • Employer Handbook, Instructions for Completing the Form I-9
  • Find Who Can Create a Labor Distribution Adjustment

Payroll for Employees

Links, tools and reference materials related to payroll for employees:

• Pay Statements
  • Payroll Schedules and Deadlines
  • Pay Groups and Descriptions
  • Tax Deduction Codes, Descriptions & Rates
  • Benefit Deductions, Descriptions & Tax Status
• Time & Leave Reporting
  • Getting Access to Axess Timecard Time and Leave Reporting System
  • Time Clock Basic Function Keys (in English and Spanish)
  • Axess Timecard Pay Rules
  • Axess Timecard Leave Accrual Rates
• Tax Considerations
  • IRS Information on Income Tax Exclusions for Scholarships and Fellowships
  • Substantial Presence Test
  • Salary Tax Treaties and Forms
  • Federal Tax Help-Sheet for Non-Residents
  • Bechtel International Center
• Request a SUNET ID

Petty Cash Administration

Links, tools and reference materials related to petty cash administration:

• Getting Access to iOU Petty Cash Module of Oracle Financials System
• Reports Related to Petty Cash Administration

Reimbursement

Links, tools and reference materials related to reimbursement:

• Payment Handling Methods and Processing Times
• Expense Guidance for Business Meals
• Proper Coding of Allowable and Unallowable University Expenditures
• Oracle iOU Related Resources & Job Aids
  • iOU Reimbursement Request Checklists
  • Guidelines for Writing a Clear iOU Business Purpose
  • Avoiding Holds on Reimbursement Requests
  • Transactions Processed in iOU
  • Getting Access to iOU Module of Oracle Financials System
• Travel Related Resources & Job Aids
  • Reimbursement Options for Travel Expenses
  • Per Diem Rates
  • Mileage Reimbursement Rates
  • MapQuest
  • Mileage Chart for Common Destinations
  • Currency Converter
• Inquiry Tools and Reports
  • Expenditure Type Query
  • Reports Related to Reimbursements

Supporting Students

Links, tools and reference materials related to supporting students:

• University Bill
  • Stanford ePay
  • Tuition and Other Fee Schedule
  • StanfordCardPlan
• Loans, Scholarships & Other Financial Aid
  • Financial Aid Offices
  • University Accounting Services, LLC Web Site (Exit Counseling for Loan Borrowers)
• Graduate Financial Support Policy Manual
• Paying for Academic Travel and Misc. Student Support (slide presentation)
• Tax Information
  • Tax Credit Reporting Service for Students (http://www.1098-t.com)
  • Salary Tax Treaties and Forms - for Non-Resident Alien Students
  • How to Read Your Stanford Annual Tuition Statement (Form 1098-T) and Frequently Asked Questions
• Reports Related to Supporting Students
• Student Services Center Staff Contacts (for Stanford Staff & Faculty Only)

Tax Compliance

Links, tools and reference materials related to tax compliance @ Stanford:

• Tax Compliance Reference Materials
  • Sales and Use Tax Guidelines
  • Unrelated Business Income Tutorial
  • Intermediate Sanctions
  • Employee vs. Independent Contractor Status
  • Scholarships and Fellowships: Tax Considerations
  • Taxpayer Relief Act and Hope Scholarship and Lifetime Learning Credits
  • IRS Requirements for Tax Deductions on Charitable Donations
• Goverment Web Sites
  • California State Board of Equalization
  • Internal Revenue Service
• For Students, Scholars and Fellows receiving financial support or wages from Stanford:
  • Inviting and Paying Foreign Visitors (includes Foreign Visitor Categories and Associated Visa Types)
  • Salary Tax Treaties and Forms
  • IRS Information on Income Tax Exclusions for Scholarships and Fellowships
  • Substantial Presence Test
  • Federal Tax Help-Sheet for Non-Residents
  • Bechtel International Center
• Reports Related to Tax Compliance

Travel

Links, tools and reference materials related to travel:

• Travel Agencies
• U.S. Flag Air Carriers and Code Share Alliances
• Car Rental - Negotiated Rates
• Lodging
• Travel Payment Methods (advances & travel cards)
• Payment Handling Methods and Processing Times
• Per Diem Rates
• International Travel
  • International Travel Information (U.S. Department of State)
  • Currency Converter
  • World Clock, Time Converter, and More...
  • Bechtel (for visa info, etc.)
• Salary Tax Treaties and Forms
• Proper Coding of Allowable and Unallowable University Expenditures
• Reimbursement and iOU Related Resources & Job Aids
  • Reimbursement Options for Travel Expenses
  • Transactions Processed in iOU
  • Avoiding Holds on Reimbursement Requests
  • Mileage Reimbursement Rates
  • Getting Access to iOU Module of Oracle Financials System
  • Getting Access to iOU Travel Card Module of Oracle Financials System
• Inquiry Tools and Reports
  • Expenditure Type Query
  • Reports Related to Travel