All Resources by Activity

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

  Financial Support Center
Contact a Financial Support 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

  Supplier Query Tool
Search the supplier database

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

  Expenditure Types and Suppliers Exempted from Sales Tax

  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
  • 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
• Oracle Financials System Resources:
  • Getting Access to PTA Manager
  • Getting Access to Gift Transmittals
  • Getting Access to iJournals Module of Oracle Financials System
  • Getting Access to CMS and CMS Reports
• Oracle Financials Reporting 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-End / Year-End Close

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

• Month-End Resources
  • FY13 Month-End Close Deadlines
  • FY12 Month-End Close Deadlines
• Year-End Resources
  • FY13 Year-End Close Schedule
  • FY13 Year-End Close Calendar
  • Clearing Organization Suspense Accounts
  • Reason Codes for Organization Suspense Account Entries
  • FY12 Year-End Close Presentation to Budget Officers, Service Centers and Auxiliaries
• University Administration Organizational Hierarchy



• Oracle iJournals Related Resources & Job Aids
  • iJournals Responsibility Matrix
  • Feeder Best Practices
  • Feeder Owner Meeting 2013
  • 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:

• Employment Eligibility Verification (I-9)
  • Frequently Asked Questions
  • Examples of Completed Form I-9
  • Examples of Updated Form I-9
  • USCIS Resources
    – E-Verify Program
    – I-9 Central
    – I-9 Customer Guide – Questions & Answers
    – Handbook for Employers
• 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
  • Time & Leave Reporting in BI Job Aid
• Miscellaneous
  • Paying for Academic Travel and Misc. Student Support (slide presentation)
  • Paying 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:

• Employment Eligibility Verification (I-9) Compliance Frequently Asked Questions
• 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 Graduate Student & Postdoc 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)
• Financial Aid Office:
  • Working with Undergraduate Students
  • Working with Graduate Students

Tax Compliance

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

• Tax Compliance Reference Materials
  • Unrelated Business Income Tutorial
  • Intermediate Sanctions
  • Employee vs. Independent Contractor Status
  • Scholarships and Fellowships: Tax Considerations
  • IRS Publication 970: Tax Benefits for Education
  • Sales and Use Tax Guidelines
  • Common Sales Tax Exempt Categories
• 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
  • Airfares City-Pair Search
  • 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