Welcome to SkyVU in Review – features, announcements, tips & tricks and other updates for Vanderbilt’s Oracle Cloud system and related processes.

Oracle Cloud Updates

Recent Updates

Supplier Self-service Portal launched Monday, Mar 22nd

The Supplier Portal is now live, and as of Monday, Mar. 22nd, new suppliers are submitting registrations directly in Oracle Cloud.

This update has simplified the process for our by providing direct access to submit information and documents, which reduces departmental time devoted to supplier registration.  Going forward, Procurement Requesters who are working with a new supplier should:

• Search for the supplier in the Suppliers work area and ensure they are not already registered or in process of registration; and then
• If not registered already, invite the supplier to register online (Note: the registration invitation includes detailed instructions and information for the supplier).

Requesters can also view the status of supplier registration requests in the Suppliers work area under Manage Supplier Registration Requests.

In addition, once registered, our suppliers are given access to view their order, invoice and payment information and status directly in Oracle.  Suppliers have access to training guidance regarding how to use the Supplier Portal directly within the system via the Help Center.

Updates to Non-PO Payment Request for International Individuals

The Non-PO Payment Request smart form has been updated to incorporate automatic tax withholding instructions for international payees.

With these updates, the required Additional Information on the NPO smart form has been simplified and a field to select the foreign tax withholding rate added for selection based on your consultation with International Tax.  In addition, users need only enter a single line for the gross amount to be taxed at the indicated rate (i.e., rather than separate lines for the amount and the tax).

These updates were reviewed in Session 21A of the Procurement User Group 2021 series which is available in Oracle Learning.

Important Reminders

Hiring Data: Citizenship

HCM Specialists and Hiring Managers are reminded that biographical information completed during hiring must include the US Citizen or Permanent Resident indicator (i.e., yes or no).  This information impacts transaction workflow and review by International Tax when applicable, including Expense Report reimbursements.

Known Issues List

Remember that the Known Issues List is available via the Oracle Help Center.

Users should review this list when encountering errors in Oracle that are not resolved after taking action to maintain their browser via software updates and clearing the history, and then submit a Service Request if the issue is not listed.

Announcements

Student Employment: Federal Work Study and the CARES Act

Per the CARES Act, FWS students may receive FWS payments for the time missed due to COVID related circumstances. Examples include:

• The student is ill due to COVID;
• The student has been informed by Vanderbilt health care team that they must quarantine due to possible exposure.

Eligible students will fill out their timesheet as they normally would. Communication from the student regarding the COVID related circumstance will need to be sent to Student Employment for documentation purposes.

Please email Student Employment if you have any questions regarding student absences for COVID related circumstances.

FMLA and Medical Leave to move to Origami Risk System on Apr.5

Beginning on April 5, 2021, the FMLA and Medical Leave process will move into the new Origami Risk system.  With the new system, employees needing medical leave will continue to complete the online medical leave request form, but the look and feel will be updated. [READ MORE]

If you have any questions or need assistance, please contact the Benefits team by submitting a service request through the Oracle Help Desk or by email.

Continuing Education

Financial Unit Managers, HCM Specialists and BU/E Approvers

FUMs, HCM Specialists, Approvers and other enrollees should access the Oracle Cloud Continuing Education: Financials and Core HR User Group 2021 series in Oracle Learning.

• If you were unable to attend, please be sure that you review the video and presentation materials for Session 21A.
• All enrollees can view and download calendar invitations for future sessions within the Oracle Learning course.

Procurement Users

The 2021 continuing education series for Procurement Requesters was recently launched.  Procurement Requesters and other users should access the Oracle Cloud Continuing Education: Procurement User Group series and view the first session 21A in Oracle Learning if they have not done so already.

In addition:

• If you have a question regarding a specific purchasing transaction, please contact the Purchasing and Payment Services team using the contact information provided on the Get Help page; or
• If you would like to suggest a topic for a future quarterly update or topic-based user session, please click here to submit your idea.