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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
• Prepare Currency and Coins for Deposit (using Department Transmittal Form)
• Process and Deposit Department Receipts (using Department Transmittal Form)
  Note:  See Departmental Deposits: CASHNet User Guide for instructions for preparing deposits online via CASHNet


• Process Donor Gift Checks
• Process Sponsored Project Receipts
• Process Miscellaneous Receipts
• Request an Outgoing Wire Transfer or ACH Payment

Buying & Paying

Instructions for:

  SmartMart
Online Catalog Orders

  PCard Module
Purchasing Card transaction verification

  Internet Procurement (iProcurement)
Standard & Rapid Purchase Orders, access to and checkout for SmartMart

  iOU
Reimbursements, Travel Card, Advances, Other Checks, Petty Cash

  Paying Honoraria
Honoraria to Stanford employees and Honoraria to non-Stanford employees

  Paying Human Subjects

  Invoicing

  ACH Payments & Wire Transfers

  Shipping

Capital Equipment & Capital Projects

Step-by-step instructions for capital equipment- and capital project-related tasks:

• Create a Standard Requisition (includes capital equipment request)
• Change a Standard Purchase Order (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:
  • Create, View, or Maintain Vacation Rules in Oracle
  • Grant, View, or Maintain Oracle Worklist Access
  • Act on Delegated Oracle Transaction Approvals
  • Access a Shared Oracle Worklist
  • Access Your Delegated Oracle Transaction Approvals
  • Use the Oracle Vacation Query

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
  • Run, Print, Save or Export ReportMart3 Reports on a PC
  • Save, Schedule and Manage Favorite ReportMart3 Reports
• Specific Instructions for Mac Users
  • Setting Preferences for Citrix/Connect Screen Size on a Mac
  • Run, Print, Save or Export ReportMart3 Reports on a Mac
  • Save, Schedule and Manage Favorite ReportMart3 Reports

Funds Management

Step-by-step instructions for funds management-related tasks:

• Journal Entries:
  • 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
• Account (PTA) and Expenditure Type Tasks:
  • 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)
• 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 / 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...
  • Clear a Fund Overdraft at Year End
  • Request a Fund Transfer
  • Request Carry Forward / Rollover of Project Balances at Fiscal Year End
• 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
  • Collect and Submit an I-9 Form
  • Update an I-9 Form
• Time and Leave Reporting
  • Review and Approve Employee Timecards in Axess
  • Delegate Authority for Axess Timecard
  • Adjust Paid Time in Axess Timecard
  • Calculate Vacation Accrual
• 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
  • Create / Update Labor Schedule
  • Create Salary Distribution Adjustment in LD
  • Review and Approve Labor Distribution Adjustments
  • Clear Organization Suspense Accounts for Labor
• Tax Treaties for Students, Postdocs and Faculty
  • Claim Tax Treaty for Salary Payment
  • Claim Tax Treaty for Fellowship Payment
  • Claim Tax Treaty for Honorarium
• Miscelleneous
  • Request Stop Payment

Payroll for Employees

Step-by-step instructions for payroll for employees:

• Personal Information
  • Enroll / Update / Cancel Direct Deposit
  • Declare or Change Withholding Allowances
  • View Current or Historic Pay Statements
  • Update Phone and Address Information
• Time and Leave Reporting
  • Enter Time and Leave for Non-Exempt Staff and Bargaining Unit
  • Enter Time Worked for Contingent and Hourly-Paid Student Workers
  • Enter Leave in Axess Timecard for Exempt Staff
  • Review and Approve Employee Timecards in Axess Timecard
• W-2 Statements
  • Elect / Cancel Online W-2 Statement Delivery
  • Order Duplicate W-2 Statement
• Employment Verification
  • Obtain Immigration Verification Letter
  • Obtain / Delete Salary Key for Salary Verification
• Tax Treaties for Students, Postdocs and Faculty
  • Claim Tax Treaty for Fellowship Payment
  • Claim Tax Treaty for Salary Payment

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
• Increase Petty Cash Fund
• Decrease Petty Cash Fund
• Assign a Temporary Custodian During Planned Absence
• Change Petty Cash Custodian
• 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 an Advance in iOU
• Return Unused Advance Funds
• Get Reimbursed via Petty Cash
• Review Transaction Status in iOU
• Review / Edit and Approve Reimbursement / Expense Reports in iOU
• Review and Approve Reimbursement / Expense Reports in SU Workflow

Supporting Students

Step-by-step instructions for student support-related tasks:

• Make Tuition / Other Fee Payments by Enrolling in Payroll Deduction
• Obtain a Paper Bill
• Request Subsistence Payment, Travel Grant or Student Award Payment
• Claim Tax Treaty for Fellowship Payment
• Claim Tax Treaty for Salary Payment
• 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
• Claim Tax Treaty for Salary Payment

Travel

Step-by-step instructions for travel-related tasks: :

• Validate Travel Card Transactions in iOU
• Enter Expense Report / Reimbursement Request in iOU (includes Clearing Advances)
• Request an Advance in iOU
• Return Unused Advance Funds
• Request Subsistence Payment, Travel Grant or Student Award Payment
• Review / Edit and Approve Reimbursement / Expense Reports in iOU
• Review and Approve Reimbursement / Expense Reports in SU Workflow
• Review Transaction Status in iOU