Quick Steps: Approve / Edit PCard Verifications

Who does this?  Individuals with approval authority over the PTAs charged in a PCard transaction

When?  After the designated PCard verifier has completed their action, a system generated email notifies authorized approvers (for each PTA charged to the PCard) that transactions are awaiting their review and approval.

How?  Approvers with access to PCard may approve verifications in PCard or the Oracle Financials Worklist. Approvers without access to PCard may only approve in the Worklist. Approvals are performed after confirming that:

• the expenditure is reasonable, necessary and complies with all relevant University policies;
• the charges are correct, allowable for the account, allocable, and properly coded;
• charges are appropriately documented and are recorded in a consistent manner; and
• funds are available in the account being charged.

On this page:

• Review and Approve PCard Verifications
• Edit and Approve PCard Verifications

 

Review and Approve PCard Verifications (4 steps)

Find PCard verifications to approve:

1. Enter ofweb in your web address bar.
2. Enter your SUNet ID and password as prompted.
3. Click the link on the Web Authentication window to continue.
4. Click SU Workflow Notifications link in the left box in the Navigator.
5. Click Notifications link in the right box in the Navigator.

Note:  Notifications can also be received in email. The notification contains a link to the Notifications Worklist.

Find and review the transaction:

1. Click PCard Transaction [X] Requires Approval link in the Subject column.
2. Review the information in the notification.

Approve or reject the PCard verification:

1. Click Approve button if the requisition is correct.

Note:  Clicking Approve or Reject returns the screen to the Notifications Worklist.

~ OR ~

2. Enter an explanation in the Note box at the bottom of the notification.
3. Click Reject button to return the verification to the originator for correction.

Complete transaction review:

1. Click the appropriate link to review another transaction.


~ OR ~

2. Click logout link at the top if finished.

 

Edit and Approve PCard Verifications (4 steps)

Find PCard verifications to approve:

1. Enter ofweb in your web address bar.
2. Enter your SUNet ID and password as prompted.
3. Click the link on the Web Authentication window to continue.
4. Click SU PCard link in the left box in the Navigator.

Note:  Notifications can also be received in email. The notification contains a link to the Notifications Worklist.

Open the PCard verification:

1. Click Number link in the Transaction ID column.
2. Review the information in the Approve PCard Transaction screen.
3. Click Edit button to revise the verification.

Edit the PCard verification:

1. Revise the information as needed.
2. Click Save button.
3. Click Approve button.


~ OR ~

4. Click Return to Verifier button to return the transaction.

Complete transaction review:

1. Click the appropriate link to review another transaction.


~ OR ~

2. Click Return to Portal link at the top if finished.
3. Click logout link.

 

What happens next?

• After approval, the department's charge account specified during verification is debited.
• Stanford's Accounts Payable department pays the monthly consolidated bank invoice.

Questions?

• For additional help:
• contact Bank One Customer Service at 800-316-6056, ext. 7340 for transaction details;
• submit a HelpSU ticket. Select Request Category Central Office and Request Type Customer Outreach for Disbursements.
• email pcardhelp@stanford.edu; or
• call PCard Administration at 650-736-0354
• For additional training, take FIN-0450 PCard Policy & Procedure.