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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, 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

Buying & Paying

Instructions for:

  SmartMart
Online Catalog Orders

  PCard Module
Purchasing Card transaction verification

  Internet Procurement (iProcurement)
Standard Purchase Orders and 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 Non-Catalog Requisition (includes capital equipment request)
• Change a Standard Non-Catalog 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
  • 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)
  • PTA Manager 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

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
  • Upload a Bulk Fund Transfer in iJournals
  • 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:

• Employment Eligibility
  • Verify Employment Eligibility (I-9)
  • Update Employment Eligibility (I-9)
  • Run I-9 Status Report
• 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
  • Review and Edit or Void Returned Labor Distribution Adjustments
  • Review Labor Distribution Adjustment Details and Status
  • Withdraw a Labor Distribution Adjustment
  • Run Payroll Detail and Planning Report (LBR 671)
  • 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
• Employment Eligibility
  • Verify Employment Eligibility (I-9)
  • Update Employment Eligibility (I-9)
• 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