Fingate Buying and Paying > PCard Module > How To... > Verify PCard Transactions

How To:  Verify PCard Transactions

Before You Start

Staff responsible for verifying, editing, approving, or withdrawing charges made against department or individual Stanford issued Purchasing Cards will require PCard access.

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bullet iconStep 1 – Click SU PCard

bullet iconStep 4 – Set Disputed Flag

Transaction Not in Dispute

Transaction Must Be Disputed

bullet iconStep 5 – Update Status for Disputed Transaction When Applicable

The department is ultimately liable for any fraudulent and erroneous charges not resolved within 60 days –– either directly with the merchant or through JPMorgan Chase –– and therefore must be verified and allocated to the department's PTA.

Dispute Resolved

Dispute Not Resolved

click to show more/lessStep 6 – Indicate If Expense Was for Business Meal or Non-Meal Expense

Meal expenses should be isolated and entered in their own line; split the line to note any non-meal expense.

bullet iconStep 7 – Complete the PCard Charge Account Information

Charge One PTA / Expenditure Type

Charge Multiple PTAs / Expenditure Types

bullet iconStep 8 – Complete Use Tax Information If Not Paid or Partially Paid

Use Tax is tax imposed upon the storage, use, or other consumption in California of tangible personal property purchased or leased through a retailer which is not subject to sales tax. Purchases by Stanford, where the property leaves the possession of the seller or title to the property transfers to Stanford at a point out-of-state, are subject to use tax, not sales tax.

Enter Tax Allocations for One PTA / Expenditure Type

Enter Tax Allocations for Multiple PTAs / Expenditure Types

bullet iconStep 9 – Complete the List of Approvers

If the approver has sufficient approval authority over the PTAE(s) charged, it is not necessary to add other approvers. The system will tell you if you have not listed the correct approvers.

Enter the Approver to the Transaction

Find an Approver by Name

Find an Authorized Approver by Project and Task

bullet iconStep 10 – Attach Backup Receipts and Documents to the PCard Transaction

There are two options for submitting receipts and backup documents. They can be uploaded from your computer and attached to the transaction or faxed in with the bar code.

Upload / Attach Receipts and/or Documents from Your Computer

Fax in Your Paper Receipts and/or Documents


What's Next?

  • The transaction is routed for review and approval per the approval routing specified in Step 8 above. In a timely manner, the approver is responsible for reviewing and approving the transaction for:
    • accuracy of information;
    • correct account usage; and
    • adherence to Stanford policy.
  • After approval, the department's charge account (the PTAE verified in Step 4 above) is debited.
  • Stanford's Accounts Payable department pays the consolidated bank invoice.
  • For transaction details, have the cardholder contact the bank, JP MORGAN CHASE, at 1-800-316-6056.


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