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Resources for Business Unit/Entity Approvers

Quick Reference Guides

 

Additional Resources

Cash Resources

 

Cash Templates

Complete the templates below and send to treasuryoracle@vanderbilt.edu for processing.

NOTE: If your area needs other bank account examples, contact Finance at finance@vanderbilt.edu.

 

DEADLINES:

    • Departments should submit External Transaction Spreadsheets to ‘treasuryoracle@vanderbilt.edu’ as soon as cash is received and processed.
    • External Transaction Spreadsheets received in the Treasury mailbox AFTER 5 p.m. on the last day of month-end close WILL NOT BE PROCESSED FOR THAT GL PERIOD. Those transactions must be resubmitted to ‘treasuryoracle@vanderbilt.edu’ with the first day of the FOLLOWING month in the spreadsheet DATE field and the actual transaction date referenced in the DESCRIPTION field. 
    • For example, if an External Transaction Spreadsheet containing a transaction dated 1/30/18 is submitted AFTER 5 p.m. on the last day of January month-end close (the fourth business day of February), it will need to be resubmitted with a “2/1/18” date in the DATE field and reference the “1/30/18” transaction date in the DESCRIPTION field. 

APPROVALS: 

    • Please make sure to include the appropriate BU approval acknowledgement in your email that corresponds to the 5-digit financial unit number in “Offset Account Segment 3” of the spreadsheet. Otherwise, Treasury will not be able to load your transaction into Oracle CM until those requisite e-mail approval(s) are received.

 

A/R Resources

 

A/R Templates

Complete the templates below and send to gar@vanderbilt.edu for processing.

  

General Ledger Templates

 

Project Miscellaneous Expenditure Batch Templates

 

Reporting Resources

 

 Other

 

Frequently Asked Questions

Table of Contents

General

Finance

Human Capital Management (HCM)

Procurement

Grants and Projects

Gifts and Endowments

 

General

Yes. Financial unit managers will be able to delegate their approvals in workflow from the BPM worklist in Oracle Cloud for procurement and financials (including expense reports) to another financial unit manager or upwards to their approval group. Members of the approval group need not delegate their approvals to another person, as the other members of the approval group may continue to claim and approve/reject transactions in their absence.

Approvers will receive a notification by email and within Oracle Cloud itself. Prior notifications will be available in an approver's bell notifications and within Oracle Cloud's BPM Worklist. By searching for the transaction within Oracle Cloud's BPM Worklist, the approver can review its current workflow assignment status, and, if still currently assigned to the approver, take action (approve or reject).

If the transaction has escalated from the approver to the approver's HR line manager due to inactivity exceeding five (5) days, whoever is currently assigned to the transaction will be able to see the transaction's history.

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Finance

Journal entry practice differs greatly in Oracle Cloud in comparison to the business processes Vanderbilt used to support our legacy systems. Journal entries are no longer the appropriate method to make corrections or to perform intercompany transactions. Although journal entries are permissible in Oracle Cloud, appropriate uses are generally limited to recording accruals and deferrals.

To safeguard the integrity of Vanderbilt's financial data, access to create and submit journal entries resides with members of the business unit/entity approval group, and each journal entry must be approved by Central Finance. Financial unit managers will be able to see journal entries that post to their financial units through reporting, but they do not have specific roles in the system to create or approve journal entries.

Any money earned from point-of-sale transactions must be both deposited at the bank and recorded on Vanderbilt's books. If the funds received are cash or check, a deposit slip must be filled out and the money must be deposited at the cashier's office. If you do not have a deposit slip or deposit bag, contact your business officer to obtain them.

To record the transaction on Vanderbilt's books, fill out the Cash Management External Transactions spreadsheet and send it to Treasury at treasuryoracle@vanderbilt.edu for upload into Oracle. Treasury will send confirmation back to the department once the spreadsheet has been uploaded. If the funds received are from credit card sales, no deposit is needed, but the transactions must still be recorded on Vanderbilt's books by filling out the Cash Management External Transactions spreadsheet (as noted above).

Any money earned from point-of-sale transactions must be both deposited at the bank and recorded on Vanderbilt's books. If the funds received are cash or check, a deposit slip must be filled out and the money must be deposited at the cashier's office. If you do not have a deposit slip or deposit bag, contact your business officer to obtain them.

To record the transaction on Vanderbilt's books, fill out the Cash Management External Transactions spreadsheet and send it to Treasury at treasuryoracle@vanderbilt.edu for upload into Oracle. Treasury will send confirmation back to the department once the spreadsheet has been uploaded. If the funds received are from credit card sales, no deposit is needed, but the transactions must still be recorded on Vanderbilt's books by filling out the Cash Management External Transactions spreadsheet (as noted above).

To request a wire transfer, contact Treasury at treasury@vanderbilt.edu. In order to initiate the wire transfer, proper approval, such as a memo, from the appropriate vice chancellor and complete instructions on where the wire is to be sent are needed.

The department requesting the wire is then responsible for recording that transaction appropriately by filling out and submitting the Cash Management External Transaction spreadsheet (see next question).

Any incoming or outgoing cash is recorded on Vanderbilt's books by using the Cash Management External Transactions spreadsheet. The department receiving or sending the cash is responsible for filling out the spreadsheet, obtaining the proper approval, and submitting the spreadsheet to Treasury at treasuryoracle@vanderbilt.edu for upload into Oracle Cloud. Treasury will send confirmation back to the department once the spreadsheet has been uploaded.

The ownership and depreciation will be split based off of the PO source lines if the split is greater than 25 percent. If the split is less than 25 percent, the asset ownership and depreciation will reside with the entity that funded the majority.

When an asset owner identifies that an asset is no longer needed, the first determination should be whether the asset must be returned. If it does not need to be returned, the asset owner can determine the appropriate method of disposal-- whether through sale or disposal. In these cases, the asset owner should coordinate with the assets administrator and Plant Operations, as appropriate.

Vanderbilt's asset administrator (in Finance and can be reached at capital.assets@vanderbilt.edu) will update the asset information in Oracle Cloud. A Property Transmittal Form needs to be completed and routed to capital.assets@vanderbilt.edu. The form can be found on the Finance website. 

Users who receive an expensive gift-in-kind should notify Finance Accounting (at capital.assets@vanderbilt.edu) so that appropriate accounting is created and the asset can be tagged and tracked.

Internal organizations that have been identified as intercompany provider organizations will be able to generate intercompany billing transactions via spreadsheet upload. These transactions route to the recipient organization's financial unit manager for approval. If you believe you should be able to generate intercompany billings, please contact your local business officer.

Vanderbilt has identified certain internal organizations as internal providers for purposes of initiating internal billing transactions based on the broadly provided nature of services. Financial unit managers, as the designated financially responsible person for these areas, have been identified as the representatives who can create and submit internal billing transactions. Internal billing transactions, like requisitions and expense reports, must be approved by the financial unit manager of the charged financial unit in the internal billing transaction.

Internal billing information can be obtained from your local business officer or from another member of your business unit/entity approval group.

Internal billing is appropriate for apportioning institutional costs, such as the Public Utilities Commission, and other consumption-based activities (e.g., catering and telecommunications). Charges between financial units are otherwise generally inappropriate.

Costs will be recorded in the appropriate Oracle Cloud subledger (via direct entry or spreadsheet upload) or in an integrated third-party subledger. When costs are attributable to Accounts Payable and are not generated from the requisition or expense report process, users will be able to complete the appropriate spreadsheet to record financial impact and transmit to Accounts Payable for upload into the system.

Your financial unit manager and business unit/entity approval group members are the best local resources for understanding the new processes.

Journal entries are permissible in Oracle Cloud, but the appropriate uses are limited. To safeguard the integrity of Vanderbilt's financial data, access to create and submit journal entries resides with members of the business unit/entity approval group (decentrally) and with Central Finance.

Business unit/entity approval group members may rely on members of their staff to draft the appropriate journal entry details for submission in spreadsheet format; however, only the approval group members will actually be able to upload the document to Oracle Cloud and to submit the transactions for workflow approval. All journal entry submissions will route to Central Finance for review and approval, regardless of dollar amount.

Sub-ledgers collect transaction-level details in Oracle Cloud by relevant area (e.g., Accounts Payable) and populate Vanderbilt's general ledger with the appropriate summary details of sub-ledger activity through configured accounting rules. This arrangement—where details reside in a subledger and summaries are automatically populated in the general ledger—enhances Vanderbilt's financial reporting and declutters the general ledger.

We plans to have a five-day close, which includes reporting entries, so departments will need to make every effort to submit all transactions by the end of the month.

We will have a close calendar for month-end and year-end-- just like we do today-- that will be published on the Finance website

A variety of reports will be available within Oracle Cloud to provide key financial information for your entity, financial unit, and/or projects. These reports reside in the Financial Reporting Center and in Reports & Analytics (both found in the navigator). As our Oracle Cloud implementation matures, we will continue to create and publish standardized reports to fulfill Vanderbilt's needs. Additional information will be published for the community at regular intervals.

A variety of reports will be available within Oracle Cloud to provide key financial information for your entity, financial unit, and/or projects. These reports reside in the Financial Reporting Center and in Reports & Analytics (both found in the Navigator). As our Oracle Cloud implementation matures, we will continue to create and publish standardized reports to fulfill Vanderbilt's needs. Additional information will be published for the community at regular intervals.

No. Funding from external debt and philanthropy will be entered into the capital plan prior to capital planning.

Minor equipment and minor renovations can be added by users directly to ePBCS. For  major and threshold projects, budget officers must submit the name of the project to Financial Planning and Analysis in order for it to be created in the system.

In general, fixed equipment is permanently fixed to a structure, whereas movable equipment can be moved. This differentiation comes into play when calculating depreciation as they each have a different useful life. The useful life of fixed equipment is 18 years, and the useful life of movable euipment is 8 years.

Since the project cannot be deleted, simply input zero in the “Budget amount to include in capital plan” column.

Consider the following when writing a narrative:

  • Who: Parties involved and/or impacted by the project.
  • What: Project specification and what it entails.
  • When: Explanation as to why this investment is needed in the planned years and duration of the project.
  • Where: Physical location of the project.
  • Why: Purpose of the project and how it supports the Academic Strategic Plan.
  • How Much: Size/dimensions of the project and relevant unit costs.

There are six main tenants:

  • Healthcare solutions: Building distinctive and distinguished programs that develop and offer effective solutions to pressing health and healthcare problems.
  • Acquisitions and growth: Acquiring new land and buildings expanding Vanderbilt’s footprint.
  • Infrastructure and maintenance: Routine maintenance or renewal/replacement not associated with the Academic Strategic Plan.
  • Rich and diverse community: Offering students a rich and diverse intellectual community that educates the whole person and cultivates lifelong learning. 
  • Transforming educational models: Transforming education models through technology and research.
  • Trans-institutional programs: Leading in defining and addressing important problems facing society, while pursuing new and exciting opportunities

The percentage indicates what portion of funding will be associated with the selected budget year. The system will automatically move the remaining balance of funds to the following year.

There is currently no way to filter out data in input forms. The data uploaded from the facility renewal master list will be imported in order by fiscal year, but any added projects will have to go at the end of that data.

Minor renovations entered by Facilities will follow a set naming convention and have information populated into the three read-only columns. Minor renovations entered by users will not have information in the Cost Provided by Facilities, Priority (1-3), and Suggested Budget Year columns.

The most commonly encountered abbreviations are as follows:

  • OEP: This prefix means it is consistent across the whole Oracle suite.
  • OFS: This prefix means it only applies to Financial.
  • PRJ: This prefix means it only applies to Projects.
  • CPX: This prefix means it only applies to the Capital module.

Depreciation is calculated based on the costs distributed by facility and equipment type on the properties tab by entity.

When a user presses "Save," several calculations may run depending on the form. Because of this, sometimes there a delay between when the user clicks "Save" and when acknowledgement from the system occurs.

Yes. In the settings, it is possible to change how negative numbers are displayed. Negatives can appear in red or black and can have either a negative sign or be encased in parentheses.

  • Major projects are more than $2M and require approval from the Board of Trust.
  • Threshold projects are between $1M and $2M and require approval from the chancellor.
  • Minor renovations cost $100K to $1M and require approval from the applicable general officer.
  • Minor equipment costs $5K to $1M per unit and require approval from the applicable general officer.

As it pertains to budget, the most common net asset classes are as follows:

  • NA05: General Unrestricted
  • NA10: Unrestricted Faculty and Student Organization Funds
  • NA15: Sponsored Contracts and Grants
  • NA20: Student Loans
  • NA25: Cores
  • NA26: Unrestricted University-directed Endowment Distributions
  • NA30: Unrestricted Endowment Book Value
  • NA35: Unrestricted Endowment Investments/Appreciation
  • NA40: Temporarily Restricted Contributions and Endowment Distributions

The chart of accounts has substantially reduced the total number of accounts, assigning a completely new list of four-digit account numbers. For more information, read the quick reference guide online.

Depreciation occurs every year, but can only be adjusted for the budget year. Any adjustments to depreciation will need to be made each year.

Within each form, totals will populate when the form is saved. For a grand total of an area to be viewed, aggregation must occur since data is entered at the lowest level. In order to aggregate data, an aggregation form has been placed under the Budget Review Activity.

Yes, programs and activities are able to be added by users, even if there are no dollars in the activity/program.

Contact the Financial Planning and Analysis office at vufpa@vanderbilt.edu.

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Human Capital Management (HCM)

Oracle Cloud's time-off request system differs from our current month-end time off attestation system by allowing users to request in advance planned time off (e.g., vacation) and to enter unplanned time off (e.g., unexpected illness) retrospectively. When submitting time-off requests, employees will be able to see future accruals and other previously entered future-dated time off to forecast balances and to assist in planning their PTO. Upon submitting a time-off request, the system sends a notification to the employee's HR line manager for approval.

If you are an exempt employee, your PTO will no longer appear on your paycheck. You will submit PTO requests using Oracle Cloud, and your manager will review and approve your requests. Your PTO accrual will appear on the first business day of each month.

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Procurement

Yes. The original requester of a purchase requisition will be able to initiate changes to a requisition by selecting the requisition from the "Manage Requisitions" panel of Oracle's Procurement module and initiating the edit order function from the Actions menu. Changes to an existing PO line can also be made after requisition approval and after the issuance of a purchase order by selecting "Manage Order."

When the required changes to a requisition would add a new line to an issued purchase order, the requester should send an email documenting the requested change with the approval of the department FUM or central approval to the assigned purchasing agent noted on the purchase order. The agent will make the change and issue the revised PO.

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Grants and Projects

By default, the principal investigator, financial unit manager, business unit/entity data analysts and approval group members, and OCGA will be project team members on each grant. Additional team members may be added to each project from time to time, as appropriate.

Project team members will be able to view project demographics and summary financial details of PPM projects for any projects to which they have been added as a team member by looking up the project in Project Financial Management. If a user does not have the Project Financial Management tile, they have not yet been added as a team member to any project. To be added to a project, users should contact their business unit/entity approval group.

Additional details, including transaction-level details of project costs, can be obtained through your financial unit manager or your business unit/entity data analyst(s).

Yes, however directly charging the PPM project (including capital projects) by using the appropriate POET details during the requisition or expense reporting process is preferred. Generating transactional activity by charging a POET from a subledger facilitates the appropriate accounting entries in both PPM and the general ledger. If a user previously did journal entries to projects to correct incorrect entries, such changes must be made in the appropriate subledger so that the accounting rules account for the financial activity throughout the system.

When non-transaction activity costs need to be applied to a PPM project, a member of your business unit/entity approval group must coordinate with Facilities to create a miscellaneous batch via a spreadsheet upload. Intercompany billing will occur in the same fashion, with the provider organization performing the spreadsheet upload of the miscellaneous batch.

By default, the financial unit manager, business unit/entity data analysts and approval group members, and Facilities employees will be project team members on each capital project. Additional team members may be added to each project from time to time, as appropriate.

Project team members will be able to view project demographics and summary financial details of PPM projects for any projects to which they have been added as a team member by looking up the project in Project Financial Management. If a user does not have the Project Financial Management tile, they have not yet been added as a team member to any project. To be added to a project, users should contact their business unit/entity approval group.

Additional details, including transaction-level details of project costs, can be obtained through your financial unit manager or your business unit/entity data analyst(s).

Each task represents a different aspect of financial activity for transactions charged to a capital project. The first two tasks represent the capitalizable or non-capitalizable nature of a transaction. The third task is used for data converted from our legacy systems and represents previously capitalized activity.

Capital projects are administered within the Project Portfolio Management (PPM) module of Oracle Cloud and are managed by Facilities.

It is imperative that transactions are entered correctly by a transaction initiator and reviewed carefully by the capital project's financial unit manager to assure accuracy. When a change is required, a Miscellaneous Batch upload process must be initiated by your business officer or another member of your business unit/entity approval group. This upload process is followed by a journal entry.

When the other project is a grant, users must submit a request with all supporting details to OCGA, who will initiate the transaction.

It is imperative that transactions are entered correctly by a transaction initiator and reviewed carefully by the capital project's financial unit manager to assure accuracy. When a change is required, a two-line Miscellaneous Batch upload process must be initiated by your business officer or another member of your business unit/entity approval group to appropriately reflect the changes in PPM.

When the other project is a grant, users must submit a request with all supporting details to OCGA, who will initiate the transaction.

Capital project budgets are generally established through collaboration between Facilities and the project owner.

No. Program and Activity values are available to further distinguish financial transactions for COA activity attributable to a financial unit. Capital projects, a project type within the Project Portfolio Management (PPM), are each assigned a unique project number, and transactions must specify this project number and a task. For the owning organization (financial unit), these fields provide the meaningful distinguishing characteristics in lieu of Program and Activity. Tasks in capital projects are limited to either capitalizable or non-capitalizable expenses.

By default, the financial unit manager, business unit/entity data analysts and approval group members, and OCGA will be project team members on each core. Additional team members may be added to each project from time to time, as appropriate. Project team members will be able to view project demographics and summary financial details of PPM projects for any projects to which they have been added as a team member by looking up the project in Project Financial Management.

If a user does not have the Project Financial Management tile, they have not yet been added as a team member to any project. To be added to a project, users should contact their business unit/entity approval group.

Additional details, including transaction-level details of project costs, can be obtained through your financial unit manager or your business unit/entity data analyst(s).

It is imperative that transactions are entered correctly by the transaction initiator and reviewed carefully by the Core's financial unit manager to assure accuracy. When a change is required, an inter-company transaction must be requested by your business officer or another member of your business unit/entity approval group to the Cores group within OCGA, who will process the transaction.

It is imperative that transactions are entered correctly by a transaction initiator and reviewed carefully by the core's financial unit manager to assure accuracy. When a change is required, a two-line Miscellaneous Batch upload process must be requested by your business officer or another member of your business unit/entity approval group to the Cores group within OCGA, who will process all non-grants transactions.

When the other project is a grant, users must submit a request with all supporting details to OCGA grants management, who will initiate the transaction.

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Gifts and Endowments

Yes, however, directly charging the PPM project (including gifts) by using the appropriate POET details during the requisition or expense reporting process is preferred. Generating transactional activity by charging a POET from a subledger facilitates the appropriate accounting entries in both PPM and the general ledger.

If a user previously did journal entries to projects to correct incorrect entries, such changes must be made in the appropriate subledger so that accounting rules account for the financial activity throughout the system.

When non-transaction activity costs need to be applied to a PPM project, a member of your business unit/entity approval group should coordinate with Development and Alumni Relations to create a Miscellaneous Batch via a spreadsheet upload. Inter-company billing will occur in the same fashion, with the provider organization performing the spreadsheet upload of the Miscellaneous Batch.

Each project has an owning organization (financial unit). The "O" of POET indicates this owning organization and routes the transaction through workflow to the respective financial unit manager for approval.

By default, the financial unit manager, business unit/entity data analysts and approval group members, and Development and Alumni Relations employees will be project team members on each gift. Additional team members may be added to each project from time to time, as appropriate. Project team members will be able to view project demographics and summary financial details of PPM projects for any projects to which they have been added as a team member by looking up the project in Project Financial Management.

If a user does not have the Project Financial Management tile, they have not yet been added as a team member to any project. To be added to a project, users should contact their business unit/entity approval group. Additional details, including transaction-level details of project costs, can be obtained through your financial unit manager or your business unit/entity data analyst(s).

Generally, no. Charges are presented in summary form and only disclose the total amounts, by account category, related to labor attributed to a project. General user access to project financials is limited to this summary information.

In the case of certain system roles, such as business unit data analysts, project cost details are available and may reveal the amounts charged to a gift by person, but this does not disclose the entire amount the person earns.

When the individual is also funded from general, unrestricted operational funds or another project, the project cost details will only show a portion of the total wages and will not disclose how much or whether the individual has additional funding sources.

It is imperative that transactions are entered correctly by a transaction initiator and reviewed carefully by the gift's financial unit manager to assure accuracy. When a change is required, a Miscellaneous Batch upload process must be initiated by your business officer or another member of your business unit/entity approval group, and this process must be followed by a journal entry.

When the other project is a grant, users must submit a request with all supporting details to OCGA, who will initiate the transaction.

It is imperative that transactions are entered correctly by a transaction initiator and reviewed carefully by the gift's financial unit manager to assure accuracy. When a change is required, a two-line Miscellaneous Batch upload process must be initiated by your business officer or another member of your business unit/entity approval group to appropriately reflect the changes in PPM.

When the other project is a grant, users must submit a request with all supporting details to OCGA, who will initiate the transaction.

Budgets are not populated in gift and endowment projects; however, in coordination with Development and Alumni Relations Finance, users can create appropriate budgets for gift projects. These can be entered by business unit/entity approval group members (with additional access to certain other members of the Vanderbilt community in the future).

Yes. Program and Activity values are available to further distinguish financial transactions for COA activity attributable to a financial unit. Gifts, a project type within Project Portfolio Management (PPM), are each assigned a unique project number and transactions must specify this project number and a task. For the owning organization (financial unit), these fields provide the meaningful distinguishing characteristics in lieu of Program and Activity.

NOTE: Transactions charged to Gifts projects will always use Task 1.

  • Unrestricted gifts and endowment distributions post as revenue through NAC05.
  • Unrestricted gift and endowment distributions that have been internally desigated for specific purposes and/or require specific tracking post as revenue in NAC26.
  • Temporarily restricted gift and endowment distributions post as revenue in NAC40.

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