Manage (View, Request Change, Approve) Stanford PCard/Travel Card Account Profile

The Credit Card Profiles Change Request tool is used to manage and request changes to Purchasing Card (PCard) and Travel Card (TCard) account profile information. The tool can track the progress of these change requests, and approval can be completed by required approvers.

Use the tool to request changes to:

• Cardholder or Custodian (department PCard only within same department)
• Verifier
• Card status - Close, Suspend or Active
• Business Address
• Alternate Address (One Time Card Delivery Address)
• PCard Per-Transaction Limit (to lower permanently)
• Guarantee PTAE
• Monthly Limit
• Temporary Monthly Limit
• Exception Request Categories (see list below)

Current card profile information can be viewed in the tool by the current cardholder/custodian, verifier, cardholder/custodian’s manager and the financial approver who originally approved the card application. Credit card profile information can also be viewed using the OBI SU Credit Card Custodian report.

Manage Stanford Purchasing Card (PCard)/Travel Card (TCard) Account Profile

Before You Start

If the cardholder/custodian is no longer with the university or has transferred to another Stanford department, please submit a Support Request with the desired change.

For details on using Expense Reports to manage Travel Card Expenses, review the STARS Course, FIN-0402: Expense Reports with Travel Card Transactions and/or view the Learning Supplements, Expense Reports with Travel Card Transactions Task Demonstrations .

Refer to University IT Browser Recommendations for details on the recommended browsers for Oracle Financials.

1. Enter https://ofweb.stanford.edu in the browser
2. Select Login
3. As prompted, log in with SUNet ID and password

1. Select SU Inquiry Tools and Forms from Navigator
2. Select Credit Card Profiles Change Request

1. Select the Card Profiles tab in the left menu
2. As the cardholder, custodian or verifier, review current profile information for all available PCard and TCard accounts to ensure all fields are accurate

1. Locate card profile to change on Card Profiles screen
2. Select the status in the Change Request column
3. Select Change buttons to enter details for one or more items to change:
   • Cardholder or Custodian – (Department PCard only within the same department). Enter and select name or SUNet ID of new cardholder or custodian (must be Stanford employee).
   • Verifier – Enter and select name or SUNet ID of new verifier
     • Ensure outstanding expense reports that have card transactions are completely approved
     • Ensure new Verifier has completed required training
     • Ensure department grants access to appropriate Card modules (For more information, refer to System: Authority Manager)
   • Transfer Pending Transactions (PCard only) – Defaults to Yes to transfer pending PCard transactions to new verifier
   • Select Card Status
     • Close - Select Close Date
     • Suspend - Select Start and End Date
     • Active
   • Select Per Transaction limit (can only be lower than standard amount)
   • Business Address - Enter or verify that your Stanford business address is complete, with building, room, and/or suite number
   • Alternate Address (One Time Card Delivery Address) - If you are working remotely, enter the non-Stanford address where you receive mail. Note that the card cannot be delivered to a PO Box and the permanent address must be Stanford.
   • Change to be approved by one of up to three choices (drop down with pertinent names listed) :
     • The cardholder/custodian’s manager
     • The financial approver(s) for the PTA linked to the card
     • The person who approved the original credit card application. The requester can then choose the person with sufficient authority to approve the change
   • Guarantee PTAE – select new project, task, award and expenditure type (enter project first). Guarantee PTAE should be unrestricted, non sponsored and chargeable .
     Change of guarantee PTAE affects only future transactions. Previous transactions are not impacted by this change.
   • Monthly Limit – Enter new monthly dollar limit which cannot exceed $50K similar to the temporary monthly limit
   • Temporary Monthly Limit - Cannot exceed $50,000
     • Select Temporary Monthly Limit Start and End Date
   • PCard Exception Request
     • Select Start and End Date
     • Per-Transaction Limit - Enter temporary transaction limit
     • MCC (Merchant Category Code) - Enter code provided by JPMorgan Chase
     • Reason for Request - Provide business justification for the exception request and include merchant name
   • Exception Category (drop-down)
     • List of Exception Categories: ( Listed in alpha order)
       • eCommerce
       • Force Clear Exception
       • Hardware
       • Merchant Category Code
       • Per-Transaction Limit update (Note: this is to temporarily increase it)
       • Professional Services
       • Tax Reporting Exception
       • Utilities
         For guidance on purchasing cloud computing services and software, visit the Purchase Services Topic Overview.
   • Financial Approver – Select PTAE Financial Approver to approve changes

1. Notes to approvers and Card Admin are optional
2. Fields to be changed cannot be blank. If a mistake is made, select Clear Changes in the upper right and start again.