Welcome to our comprehensive library of Oracle Knowledge Base articles.
Instructions: Select the appropriate audience from the options below. Once you've selected an audience, use the categories at the top to navigate to specific articles. To open an article, select its title.
Browse by Category:
Accounts Payable/Expenses - AP/PPM Cost Corrections - Finance Basics - GEMS & Concur - General Ledger - Orbit Reports - PaymentWorks - Security and Workflow - Shopping & Procurement
|
Article |
Description |
|
This document provides faculty and staff guidance on how to complete a cost correction request form in Service Now. A cost correction is needed when a cost was incurred on an inappropriate accounting distribution and must be corrected after-the-fact at the source (in Oracle). |
|
|
Project cost transfers are used to correct or modify transactions. These adjustments can involve transferring costs to different Project Numbers, Tasks, Contract Numbers, or Funding Sources. This document explains how to complete a cost transfer request from one project to another directly in Oracle Cloud ERP. |
|
Article |
Description |
|
This document provides faculty and staff guidance on how to complete a cost correction request form in Service Now. A cost correction is needed when a cost was incurred on an inappropriate accounting distribution and must be corrected after-the-fact at the source (in Oracle). |
|
Article |
Description |
|
The following guide is intended for all users to define and understand the utilization of the Chart of Accounts (COA) and POETAF segments. |
|
|
The following guide provides a list of all cross-validation rules applicable to the Chart of Accounts (COA) segments. |
|
|
Chart of Accounts Purpose Values and Definitions (as of July 1, 2024) |
The following guide provides a list of all Chart of Accounts (COA) Purpose segment values and their definitions. |
|
This document is intended for all users to define and understand the utilization of the Cost Share Fund in the UChicago Chart of Accounts. |
|
|
Create, Deactivate, Reactivate, and Copy a Favorite Financial Account in ServiceNow |
Maintaining a list of your frequently used financial accounts makes filling out ServiceNow forms requesting Oracle Cloud data quicker and easier; your account information is saved and ready for use immediately. Instead of filling out every Account Information field, you can select your favorite account from the drop-down and auto-fill the financial account section of the form. |
|
FAS to Oracle Cloud (FST) - Financial Account Information Section in ServiceNow Request Forms |
Overview of Oracle Cloud becoming UChicago’s organizing system for financial accounts and general ledger. |
|
The following guide is intended to assist users in navigating Oracle Cloud. |
|
Article |
Description |
|
This guide walks through the process of adding delegates in Concur. By assigning permissions to a delegate, you are assigning permissions for Expenses and Request. A delegate is a user who is granted the right to act on behalf of another user, in the preparation of expense reports, card requests services, or approving expenses. System access includes Profile Settings for Travel, Expenses, and Requests. |
|
|
This guide walks through the process of cancelling a GEMS Card in Concur. This can be done either by the GEMS Card user or another team member. The cancellation will route to the Concur OFM for approval. Therefore, if you are the Concur OFM, it is recommended for another team member to submit the cancellation request. |
|
|
This guide walks through the process of requesting a Cash Advance in Concur. Employees who will be paid via ACH will now be able to submit requests for cash advances, and reconcile those advances, through Concur. Employees who need their advances wired internationally and students will be required to follow a manual process outside of Concur. |
|
|
This guide walks through the process of creating an expense report in Concur. As a best practice, create one monthly report for non-travel purchases and one report per trip for travel-related purchases. Limit the number of transactions on an expense report to 40 and create a second report if needed. |
|
|
GEMS University approvers should familiarize themselves with relevant financial policies, as they are responsible for thoroughly reviewing the elements of expense reports outlined in this article before granting approval. |
|
|
This document outlines the steps to take, in reference to disputed transactions and fraudulent transactions. |
|
|
This document contains information for using your GEMS Card when traveling internationally on behalf of the University. |
|
|
This document contains general information and best practices for reconciliation of GEMS Card expenses. GEMS Card transactions should be reconciled within 30 days to ensure timely allocation to the appropriate account. |
|
|
This document lists the available Procurement Categories for GEMS Expense Types. |
|
|
This guide walks through the process of reconciling a Cash Advance in Concur. Employees who will be paid via ACH will now be able to submit requests for cash advances, and reconcile those advances, through Concur. Employees who need their advances wired internationally and students will be required to follow a manual process outside of Concur. |
|
|
This guide walks through the process of requesting a GEMS Card in Concur. The GEMS Card is designed to provide authorized faculty and staff with a cost-effective and convenient method of buying and paying for small dollar purchases and travel related expenditures. |
|
|
This guide walks through the process of returning unused Cash Advance funds. This process is only for Cash Advance issued via Concur. |
|
|
This guide walks through the process of setting up a variety of preferences in Concur. Any preferences set before the Concur refresh (July 8, 2024) will need to be reset. |
|
Article |
Description |
|
This document outlines how to install ADFDI, which is a feature that allows users to interact with Oracle applications directly from Microsoft Excel. |
|
|
Orbit Report: Unit Financials Sponsored / Non-Sponsored Report, Alternate Fund Hierarchy Sets |
This article allows users to view the Alternate Fund Hierarchy Sets. |
|
Article |
Description |
|
Orbit Reporting and Analytics is the reporting tool used to report back financial data found in Oracle. The Orbit Reporting and Analytics tool has multiple reports to help you define your search based on your reporting needs. This reference guide is intended to guide users who are looking to view or navigate Orbit Reports. |
|
|
The following guide is intended for all stakeholders of the Individual Awards and Discretionary Funds (IADF) process including IADF Administrators, Project Managers, and Faculty, Principal Investigators (PI). |
|
|
The COA Hierarchies report is an Orbit report available for all Oracle users to better identify the necessary Chart of Accounts segments required to perform financial transactions. This document is intended to help users locate and review all currently active values for each Chart of Accounts (COA) segment, including Entity, Organization, Account, Fund, Purpose, Program, Activity, Site, Affiliate, and Future, using the COA Hierarchies Report available in Orbit. |
|
|
This document is intended for all stakeholders of Clinical Research, Individual Awards and Discretionary Funds (IADF), and Sponsored Programs to process information on reviewing the PI Fund Analysis Report in Orbit. The PI Funding Analysis report provides information on a Principal Investigator’s funding. |
|
|
This document is intended to help users identify the security role(s) and data access assigned to individuals in Oracle and Orbit, which define the specific system privileges and actions they can perform in Oracle, as well as the dashboards and reports they can access in Orbit and the information they can view within those dashboards and reports. It also includes guidance on reports detailing users assigned to Project Teams supporting both sponsored and non-sponsored projects. |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
Article |
Description |
|
Completing the Goods and Services – Foreign Suppliers Application |
Non-US-based individuals and entities who will be providing goods and/or services will complete the long-form described in this article in PaymentWorks. This application is subject to change. Depending on your responses, the application may appear slightly different than the guide. Please make sure to complete all required fields. |
|
Completing the Goods and Services – US Suppliers Application |
US-based individuals and entities who will be providing goods and/or services will complete the long-form described in this article in PaymentWorks. This application is subject to change. Depending on your responses, the application may appear slightly different than the guide. Please make sure to complete all required fields. |
|
Completing the Other Payments – Foreign Suppliers Application |
Foreign-based individuals and entities who will be receiving refunds, reimbursements, honorariums, stipends, and other non-purchase order payments will complete the short-form described in this article in PaymentWorks. This application is subject to change. Depending on your responses, the application may appear slightly different than the guide. Please make sure to complete all required fields. |
|
US-based individuals and entities who will be receiving refunds, reimbursements, honorariums, stipends, and other non-purchase order payments will complete the short-form described in this article in PaymentWorks. This application is subject to change. Depending on your responses, the application may appear slightly different than the guide. Please make sure to complete all required fields. |
|
|
This guide is intended to help new suppliers get set up in PaymentWorks, the University of Chicago’s third-party validation tool. Once your information is submitted, it’ll be reviewed and then processed into Oracle, the University’s payment system. |
|
Article |
Description |
|
The purpose to this document is to ensure that the workflow of approvals remains intact when Oracle Approvers leave their role by providing guidance to Human Resource Partners (HRP) and Supervisors of employees that have approval roles on how to proceed when an employee leaves the University or vacates their approver role. |
|
Article |
Description |
|
This reference guide is intended for Project Managers, the Organization Financial Manager Approval Group, and Procurement Requesters to show how to approve or reject an invoice payment. |
|
|
This guide is intended for the Procurement Requester to cancel a requisition. |
|
|
This guide explains how to create a requisition from either a Punchout Catalog or Local Catalog in Oracle. Items from catalog suppliers typically have pre-negotiated prices and should be used when possible. |
|
|
This guide explains how to create requisitions for non-catalog goods and services and Standing Orders via an Oracle Smartform. Suppliers must already be set up in Oracle before creating a non-catalog requisition. |
|
|
This reference guide is intended to guide Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group on how to complete and submit a Payment Request, including checking to determine if the supplier exists in the system and if not, the additional process to be followed to request that the supplier be added. |
|
|
Create a Requisition Through the Residential Properties Smartform |
This guide walks through the steps to create requisitions related to Residential Properties. The Residential Properties Smartform is only available for specific roles. If you need to use the Smartform and do not have access, have a Role Assignment Owner complete the Oracle/Orbit Access form. Suppliers must already be set up in Oracle before creating a non-catalog requisition. |
|
This guide is intended for the Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group to create an After-the-Fact Requisition. After-the-Fact requisitions are an exception-based purchasing channel intended for emergencies. |
|
|
This reference guide is intended for Supplier Administrator and provides the steps to set up a supplier and merge suppliers in Oracle. |
|
|
Chartwells Dining Services is a Punchout Catalog Supplier that can be accessed through Oracle. This guide explains how to place and edit orders. |
|
|
This reference guide is intended for the Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group to create a split distribution on a requisition in Oracle. |
|
|
This collection of reference guides is intended for Procurement Requesters to take action on a rejected requisition. |
|
|
Modifying a Requisition or Creating a Change Order in Oracle |
This collection of reference guides is intended for the Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group to withdraw and edit the requisition before it is fully approved or submitting a change order after a requisition has been fully approved and a purchase order has been generated and clarifying change order limits. |
|
These documents list the available Procurement Categories for Non-Catalog and Payment Request requisitions. |
|
|
This guide is intended to aid Oracle Procurement Requesters with best practices when purchasing in Oracle. |
|
|
The following guide is intended for individuals who are looking to complete any of the following actions: |
|
|
The following reference guide is intended for units involved with external leases, in which the University of Chicago is the lessee/tenant. While the focus is primarily on leases that meet the ASC842 criteria for long-term space and equipment leases, it will also contain information about short-term leases. |
|
|
This document provides the steps to respond to a request for information. During the approval workflow, any approver can submit a request for information from the submitter. You must respond to this request in Oracle, not through the automated emails sent by the system. |
|
|
This reference guide is intended for Suppliers to understand how to respond to negotiations as a supplier in the supplier portal. If you have difficulty responding to a negotiation in the supplier portal, please reach out to the contract administrator contact who invited you to the negotiation. |
|
|
This document explains how to search for the status of a requisition for the Procurement unit. |
|
|
This document explains how to search for supporting information obtained or created throughout the life cycle of a purchase. |
|
|
This reference guide is intended for Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group to set default user preferences for Shipping and Delivery to location, Project Account (POETAF), and Chart of Accounts (COA). |
|
|
This document provides a glossary of statuses for Requisitions and Purchase Orders, along with their definitions. |
Browse by Category:
Accounts Payable/Expenses - AP/PPM Cost Corrections - Finance Basics - GEMS & Concur - General Ledger - Orbit Reports - PaymentWorks - Security and Workflow - Shopping & Procurement
|
Article |
Description |
|
This reference guide is intended for individuals who must set up personal bank account information via Oracle Self Service when requesting a cash advance in Concur. This banking information will only be used for the issuance of a cash advance and will only need to be entered once, unless there is a need to update banking information. Payment of employee expense reimbursements will be processed via Workday. |
|
Article |
Description |
|
This document provides faculty and staff guidance on how to complete a cost correction request form in Service Now. A cost correction is needed when a cost was incurred on an inappropriate accounting distribution and must be corrected after-the-fact at the source (in Oracle). |
|
|
Project cost transfers are used to correct or modify transactions. These adjustments can involve transferring costs to different Project Numbers, Tasks, Contract Numbers, or Funding Sources. This document explains how to complete a cost transfer request from one project to another directly in Oracle Cloud ERP. |
|
Article |
Description |
|
The following guide is intended for all users to define and understand the utilization of the Chart of Accounts (COA) and POETAF segments. |
|
|
The following guide provides a list of all cross-validation rules applicable to the Chart of Accounts (COA) segments. |
|
|
Chart of Accounts Purpose Values and Definitions (as of July 1, 2024) |
The following guide provides a list of all Chart of Accounts (COA) Purpose segment values and their definitions. |
|
This document is intended for all users to define and understand the utilization of the Cost Share Fund in the UChicago Chart of Accounts. |
|
|
Create, Deactivate, Reactivate, and Copy a Favorite Financial Account in ServiceNow |
Maintaining a list of your frequently used financial accounts makes filling out ServiceNow forms requesting Oracle Cloud data quicker and easier; your account information is saved and ready for use immediately. Instead of filling out every Account Information field, you can select your favorite account from the drop-down and auto-fill the financial account section of the form. |
|
FAS to Oracle Cloud (FST) - Financial Account Information Section in ServiceNow Request Forms |
Overview of Oracle Cloud becoming UChicago’s organizing system for financial accounts and general ledger. |
|
The following guide is intended to assist users in navigating Oracle Cloud. |
|
Article |
Description |
|
This guide walks through the process of adding delegates in Concur. By assigning permissions to a delegate, you are assigning permissions for Expenses and Request. A delegate is a user who is granted the right to act on behalf of another user, in the preparation of expense reports, card requests services, or approving expenses. System access includes Profile Settings for Travel, Expenses, and Requests. |
|
|
This guide walks through the process of cancelling a GEMS Card in Concur. This can be done either by the GEMS Card user or another team member. The cancellation will route to the Concur OFM for approval. Therefore, if you are the Concur OFM, it is recommended for another team member to submit the cancellation request. |
|
|
This guide walks through the process of requesting a Cash Advance in Concur. Employees who will be paid via ACH will now be able to submit requests for cash advances, and reconcile those advances, through Concur. Employees who need their advances wired internationally and students will be required to follow a manual process outside of Concur. |
|
|
This guide walks through the process of creating an expense report in Concur. As a best practice, create one monthly report for non-travel purchases and one report per trip for travel-related purchases. Limit the number of transactions on an expense report to 40 and create a second report if needed. |
|
|
GEMS University approvers should familiarize themselves with relevant financial policies, as they are responsible for thoroughly reviewing the elements of expense reports outlined in this article before granting approval. |
|
|
This document outlines the steps to take, in reference to disputed transactions and fraudulent transactions. |
|
|
This document contains information for using your GEMS Card when traveling internationally on behalf of the University. |
|
|
This document contains general information and best practices for reconciliation of GEMS Card expenses. GEMS Card transactions should be reconciled within 30 days to ensure timely allocation to the appropriate account. |
|
|
This document lists the available Procurement Categories for GEMS Expense Types. |
|
|
This guide walks through the process of reconciling a Cash Advance in Concur. Employees who will be paid via ACH will now be able to submit requests for cash advances, and reconcile those advances, through Concur. Employees who need their advances wired internationally and students will be required to follow a manual process outside of Concur. |
|
|
This guide walks through the process of requesting a GEMS Card in Concur. The GEMS Card is designed to provide authorized faculty and staff with a cost-effective and convenient method of buying and paying for small dollar purchases and travel related expenditures. |
|
|
This guide walks through the process of returning unused Cash Advance funds. This process is only for Cash Advance issued via Concur. |
|
|
This guide walks through the process of setting up a variety of preferences in Concur. Any preferences set before the Concur refresh (July 8, 2024) will need to be reset. |
|
Article |
Description |
|
This document outlines how to install ADFDI, which is a feature that allows users to interact with Oracle applications directly from Microsoft Excel. |
|
|
Orbit Report: Unit Financials Sponsored / Non-Sponsored Report, Alternate Fund Hierarchy Sets |
This article allows users to view the Alternate Fund Hierarchy Sets. |
|
Article |
Description |
|
Orbit Reporting and Analytics is the reporting tool used to report back financial data found in Oracle. The Orbit Reporting and Analytics tool has multiple reports to help you define your search based on your reporting needs. This reference guide is intended to guide users who are looking to view or navigate Orbit Reports. |
|
|
The COA Hierarchies report is an Orbit report available for all Oracle users to better identify the necessary Chart of Accounts segments required to perform financial transactions. This document is intended to help users locate and review all currently active values for each Chart of Accounts (COA) segment, including Entity, Organization, Account, Fund, Purpose, Program, Activity, Site, Affiliate, and Future, using the COA Hierarchies Report available in Orbit. |
|
|
This document is intended to help users identify the security role(s) and data access assigned to individuals in Oracle and Orbit, which define the specific system privileges and actions they can perform in Oracle, as well as the dashboards and reports they can access in Orbit and the information they can view within those dashboards and reports. It also includes guidance on reports detailing users assigned to Project Teams supporting both sponsored and non-sponsored projects. |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
Article |
Description |
|
Completing the Goods and Services – Foreign Suppliers Application |
Non-US-based individuals and entities who will be providing goods and/or services will complete the long-form described in this article in PaymentWorks. This application is subject to change. Depending on your responses, the application may appear slightly different than the guide. Please make sure to complete all required fields. |
|
Completing the Goods and Services – US Suppliers Application |
US-based individuals and entities who will be providing goods and/or services will complete the long-form described in this article in PaymentWorks. This application is subject to change. Depending on your responses, the application may appear slightly different than the guide. Please make sure to complete all required fields. |
|
Completing the Other Payments – Foreign Suppliers Application |
Foreign-based individuals and entities who will be receiving refunds, reimbursements, honorariums, stipends, and other non-purchase order payments will complete the short-form described in this article in PaymentWorks. This application is subject to change. Depending on your responses, the application may appear slightly different than the guide. Please make sure to complete all required fields. |
|
US-based individuals and entities who will be receiving refunds, reimbursements, honorariums, stipends, and other non-purchase order payments will complete the short-form described in this article in PaymentWorks. This application is subject to change. Depending on your responses, the application may appear slightly different than the guide. Please make sure to complete all required fields. |
|
|
This guide is intended to help new suppliers get set up in PaymentWorks, the University of Chicago’s third-party validation tool. Once your information is submitted, it’ll be reviewed and then processed into Oracle, the University’s payment system. |
|
Article |
Description |
|
The purpose to this document is to ensure that the workflow of approvals remains intact when Oracle Approvers leave their role by providing guidance to Human Resource Partners (HRP) and Supervisors of employees that have approval roles on how to proceed when an employee leaves the University or vacates their approver role. |
|
Article |
Description |
|
This reference guide is intended for Project Managers, the Organization Financial Manager Approval Group, and Procurement Requesters to show how to approve or reject an invoice payment. |
|
|
This guide is intended for the Procurement Requester to cancel a requisition. |
|
|
This guide explains how to create a requisition from either a Punchout Catalog or Local Catalog in Oracle. Items from catalog suppliers typically have pre-negotiated prices and should be used when possible. |
|
|
This guide explains how to create requisitions for non-catalog goods and services and Standing Orders via an Oracle Smartform. Suppliers must already be set up in Oracle before creating a non-catalog requisition. |
|
|
This reference guide is intended to guide Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group on how to complete and submit a Payment Request, including checking to determine if the supplier exists in the system and if not, the additional process to be followed to request that the supplier be added. |
|
|
Create a Requisition Through the Residential Properties Smartform |
This guide walks through the steps to create requisitions related to Residential Properties. The Residential Properties Smartform is only available for specific roles. If you need to use the Smartform and do not have access, have a Role Assignment Owner complete the Oracle/Orbit Access form. Suppliers must already be set up in Oracle before creating a non-catalog requisition. |
|
This guide is intended for the Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group to create an After-the-Fact Requisition. After-the-Fact requisitions are an exception-based purchasing channel intended for emergencies. |
|
|
This reference guide is intended for Supplier Administrator and provides the steps to set up a supplier and merge suppliers in Oracle. |
|
|
Chartwells Dining Services is a Punchout Catalog Supplier that can be accessed through Oracle. This guide explains how to place and edit orders. |
|
|
This reference guide is intended for the Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group to create a split distribution on a requisition in Oracle. |
|
|
This collection of reference guides is intended for Procurement Requesters to take action on a rejected requisition. |
|
|
Modifying a Requisition or Creating a Change Order in Oracle |
This collection of reference guides is intended for the Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group to withdraw and edit the requisition before it is fully approved or submitting a change order after a requisition has been fully approved and a purchase order has been generated and clarifying change order limits. |
|
The following guide is intended for employees who need to review the OTBI report (sent to Dock Workers via email) to confirm the PO Number, Ship-To Location (Dock), Deliver-To Location (Building-Floor-Room), and Requester or Requester email. If the supplier does not include the necessary delivery information on the shipping label, this file can be used to identify the Recipient or final Deliver-To location. |
|
|
These documents list the available Procurement Categories for Non-Catalog and Payment Request requisitions. |
|
|
This guide is intended to aid Oracle Procurement Requesters with best practices when purchasing in Oracle. |
|
|
The following guide is intended for individuals who are looking to complete any of the following actions: |
|
|
The following reference guide is intended for units involved with external leases, in which the University of Chicago is the lessee/tenant. While the focus is primarily on leases that meet the ASC842 criteria for long-term space and equipment leases, it will also contain information about short-term leases. |
|
|
This document provides the steps to respond to a request for information. During the approval workflow, any approver can submit a request for information from the submitter. You must respond to this request in Oracle, not through the automated emails sent by the system. |
|
|
This reference guide is intended for Suppliers to understand how to respond to negotiations as a supplier in the supplier portal. If you have difficulty responding to a negotiation in the supplier portal, please reach out to the contract administrator contact who invited you to the negotiation. |
|
|
This document explains how to search for the status of a requisition for the Procurement unit. |
|
|
This document explains how to search for supporting information obtained or created throughout the life cycle of a purchase. |
|
|
This reference guide is intended for Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group to set default user preferences for Shipping and Delivery to location, Project Account (POETAF), and Chart of Accounts (COA). |
|
|
This document provides a glossary of statuses for Requisitions and Purchase Orders, along with their definitions. |
Browse by Category:
Accounts Payable/Expenses - AP/PPM Cost Corrections - ARD - Clinical Research Studies - Enterprise Data Management - Finance Basics - GEMS & Concur - General Ledger - Individual Award & Discretionary Funds - Internal Billing - Oracle Reports - Orbit Reports - PaymentWorks - Security and Workflow - Shopping & Procurement - UCM Chargebacks
|
Article |
Description |
|
This reference guide is intended for individuals who must set up personal bank account information via Oracle Self Service when requesting a cash advance in Concur. This banking information will only be used for the issuance of a cash advance and will only need to be entered once, unless there is a need to update banking information. Payment of employee expense reimbursements will be processed via Workday. |
|
|
Oracle Cloud allows select users to access invoice details directly through the Payables Invoice application. User can search for an Invoice Number or Purchase Number to see the supporting details of searched information. |
|
Article |
Description |
|
This document provides faculty and staff guidance on how to complete a cost correction request form in Service Now. A cost correction is needed when a cost was incurred on an inappropriate accounting distribution and must be corrected after-the-fact at the source (in Oracle). |
|
|
Project cost transfers are used to correct or modify transactions. These adjustments can involve transferring costs to different Project Numbers, Tasks, Contract Numbers, or Funding Sources. This document explains how to complete a cost transfer request from one project to another directly in Oracle Cloud ERP. |
|
|
This document is intended for Cost Correction approvers to help with Cost Correction Requests. A cost correction approval request can occur in one of three areas, either through the Services Portal, Workday, or Oracle Cloud. The approval notification is based on the source of the cost correction request. |
|
Article |
Description |
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
Article |
Description |
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
Article |
Description |
|
This guide is intended for UChicago business users who want to learn how to use the Oracle Enterprise Data Management (EDM) application to manage Chart of Accounts (COA) master data. |
|
|
This guide is intended for UChicago business users who need to learn how to approve, reject, or push back requests for master data changes, as well as how to audit and track changes to enterprise data in the Oracle Enterprise Data Management (EDM) application. |
|
Article |
Description |
|
The following guide is intended for all users to define and understand the utilization of the Chart of Accounts (COA) and POETAF segments. |
|
|
The following guide provides a list of all cross-validation rules applicable to the Chart of Accounts (COA) segments. |
|
|
Chart of Accounts Purpose Values and Definitions (as of July 1, 2024) |
The following guide provides a list of all Chart of Accounts (COA) Purpose segment values and their definitions. |
|
This document is intended for all users to define and understand the utilization of the Cost Share Fund in the UChicago Chart of Accounts. |
|
|
Create, Deactivate, Reactivate, and Copy a Favorite Financial Account in ServiceNow |
Maintaining a list of your frequently used financial accounts makes filling out ServiceNow forms requesting Oracle Cloud data quicker and easier; your account information is saved and ready for use immediately. Instead of filling out every Account Information field, you can select your favorite account from the drop-down and auto-fill the financial account section of the form. |
|
FAS to Oracle Cloud (FST) - Financial Account Information Section in ServiceNow Request Forms |
Overview of Oracle Cloud becoming UChicago’s organizing system for financial accounts and general ledger. |
|
The following guide is intended to assist users in navigating Oracle Cloud. |
|
|
Request Access for Multiple Students on the Student Procurement Requestor Access Form |
This article provides a brief overview of how to complete the Student Procurement Requestor Access form when more than one student requires access to Oracle. The form should only be completed by Role Assignment Owners (RAOs). |
|
Article |
Description |
|
This guide walks through the process of adding delegates in Concur. By assigning permissions to a delegate, you are assigning permissions for Expenses and Request. A delegate is a user who is granted the right to act on behalf of another user, in the preparation of expense reports, card requests services, or approving expenses. System access includes Profile Settings for Travel, Expenses, and Requests. |
|
|
This guide walks through the process of cancelling a GEMS Card in Concur. This can be done either by the GEMS Card user or another team member. The cancellation will route to the Concur OFM for approval. Therefore, if you are the Concur OFM, it is recommended for another team member to submit the cancellation request. |
|
|
This guide walks through the process of requesting a Cash Advance in Concur. Employees who will be paid via ACH will now be able to submit requests for cash advances, and reconcile those advances, through Concur. Employees who need their advances wired internationally and students will be required to follow a manual process outside of Concur. |
|
|
This guide walks through the process of creating an expense report in Concur. As a best practice, create one monthly report for non-travel purchases and one report per trip for travel-related purchases. Limit the number of transactions on an expense report to 40 and create a second report if needed. |
|
|
GEMS University approvers should familiarize themselves with relevant financial policies, as they are responsible for thoroughly reviewing the elements of expense reports outlined in this article before granting approval. |
|
|
This document outlines the steps to take, in reference to disputed transactions and fraudulent transactions. |
|
|
This document contains information for using your GEMS Card when traveling internationally on behalf of the University. |
|
|
This document contains general information and best practices for reconciliation of GEMS Card expenses. GEMS Card transactions should be reconciled within 30 days to ensure timely allocation to the appropriate account. |
|
|
This document lists the available Procurement Categories for GEMS Expense Types. |
|
|
This guide walks through the process of reconciling a Cash Advance in Concur. Employees who will be paid via ACH will now be able to submit requests for cash advances, and reconcile those advances, through Concur. Employees who need their advances wired internationally and students will be required to follow a manual process outside of Concur. |
|
|
This guide walks through the process of requesting a GEMS Card in Concur. The GEMS Card is designed to provide authorized faculty and staff with a cost-effective and convenient method of buying and paying for small dollar purchases and travel related expenditures. |
|
|
This guide walks through the process of returning unused Cash Advance funds. This process is only for Cash Advance issued via Concur. |
|
|
This guide walks through the process of setting up a variety of preferences in Concur. Any preferences set before the Concur refresh (July 8, 2024) will need to be reset. |
|
Article |
Description |
|
The following guide is intended for a Central/Entity Approver who will complete any of the following actions: |
|
|
The following guide is intended for a Journal Submitter who will complete any of the following actions: |
|
|
This document outlines how to install ADFDI, which is a feature that allows users to interact with Oracle applications directly from Microsoft Excel. |
|
|
Orbit Report: Unit Financials Sponsored / Non-Sponsored Report, Alternate Fund Hierarchy Sets |
This article allows users to view the Alternate Fund Hierarchy Sets. |
|
Article |
Description |
|
The following guide is intended for a Journal Submitter who needs to process an upfront or cost reimbursement Journal Entry to fund an IADF. |
|
Article |
Description |
|
The following guide provides Provider Unit Administrators step-by-step instructions to create an Invoice or Invoices to record Internal Billing transactions for goods/services between or within University Entities (excludes UCM). |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The purpose of this guide is to give Provider Unit Administrators instructions on how to edit/correct an Internal Billing Invoice that has been submitted. |
|
Article |
Description |
|
The following report captures spend and contact information for suppliers that provided search (recruitment) services during the year. The Provost uses the contact information to send compliance notices/information to suppliers. |
|
Article |
Description |
|
The following guide is intended for employees to view and/or complete the following action: |
|
|
Orbit Reporting and Analytics is the reporting tool used to report back financial data found in Oracle. The Orbit Reporting and Analytics tool has multiple reports to help you define your search based on your reporting needs. This reference guide is intended to guide users who are looking to view or navigate Orbit Reports. |
|
|
The following guide is intended for employee(s) to view and/or complete the following action: |
|
|
The following guide is intended for employees to view and/or complete the following action: |
|
|
The COA Hierarchies report is an Orbit report available for all Oracle users to better identify the necessary Chart of Accounts segments required to perform financial transactions. This document is intended to help users locate and review all currently active values for each Chart of Accounts (COA) segment, including Entity, Organization, Account, Fund, Purpose, Program, Activity, Site, Affiliate, and Future, using the COA Hierarchies Report available in Orbit. |
|
|
This document is intended for users to find Grants Monthly Ledger details information for a given user’s needs. The suite of reports provides details on the projects financial performance and will help users with Sponsored Award report-outs with faculty and sponsors. This suite of reports can connect users to the monthly expenditures related to a given Project. |
|
|
This document is intended for users to find Accounts Payable information for a given organization or unit. The suite of reports provides details on the status of payment, payment terms, payment discounts, and invoice documents. |
|
|
This document is intended to help users identify the security role(s) and data access assigned to individuals in Oracle and Orbit, which define the specific system privileges and actions they can perform in Oracle, as well as the dashboards and reports they can access in Orbit and the information they can view within those dashboards and reports. It also includes guidance on reports detailing users assigned to Project Teams supporting both sponsored and non-sponsored projects. |
|
|
This guide is intended to help users understand the information found in the Unit Financial Dashboards. The reports found in this folder are intended to help units review their financials for a given month or year, compared to what is budgeted or forecasted in UCPlan, and will give the details to help investigate any variances. |
|
|
The following guide is intended for employees to view and/or complete the following action: |
|
|
The following guide is intended for employees to view and/or complete the following action: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
Article |
Description |
|
Completing the Goods and Services – Foreign Suppliers Application |
Non-US-based individuals and entities who will be providing goods and/or services will complete the long-form described in this article in PaymentWorks. This application is subject to change. Depending on your responses, the application may appear slightly different than the guide. Please make sure to complete all required fields. |
|
Completing the Goods and Services – US Suppliers Application |
US-based individuals and entities who will be providing goods and/or services will complete the long-form described in this article in PaymentWorks. This application is subject to change. Depending on your responses, the application may appear slightly different than the guide. Please make sure to complete all required fields. |
|
Completing the Other Payments – Foreign Suppliers Application |
Foreign-based individuals and entities who will be receiving refunds, reimbursements, honorariums, stipends, and other non-purchase order payments will complete the short-form described in this article in PaymentWorks. This application is subject to change. Depending on your responses, the application may appear slightly different than the guide. Please make sure to complete all required fields. |
|
US-based individuals and entities who will be receiving refunds, reimbursements, honorariums, stipends, and other non-purchase order payments will complete the short-form described in this article in PaymentWorks. This application is subject to change. Depending on your responses, the application may appear slightly different than the guide. Please make sure to complete all required fields. |
|
|
This guide is intended to help new suppliers get set up in PaymentWorks, the University of Chicago’s third-party validation tool. Once your information is submitted, it’ll be reviewed and then processed into Oracle, the University’s payment system. |
|
Article |
Description |
|
This guide helps approvers understand what actions they can take during approval. |
|
|
The purpose to this document is to ensure that the workflow of approvals remains intact when Oracle Approvers leave their role by providing guidance to Human Resource Partners (HRP) and Supervisors of employees that have approval roles on how to proceed when an employee leaves the University or vacates their approver role. |
|
|
This reference guide is intended to help users understand their privileges, identification, and required training. |
|
Article |
Description |
|
This reference guide is intended for Entity Financial Manager Approval Group, Project Manager, Task Manager, and Organization Financial Manager Approval Group to show the criteria to approve or reject a requisition. |
|
|
This reference guide is intended for Project Managers, the Organization Financial Manager Approval Group, and Procurement Requesters to show how to approve or reject an invoice payment. |
|
|
This guide is intended for the Procurement Requester to cancel a requisition. |
|
|
This guide explains how to create a requisition from either a Punchout Catalog or Local Catalog in Oracle. Items from catalog suppliers typically have pre-negotiated prices and should be used when possible. |
|
|
This guide explains how to create requisitions for non-catalog goods and services and Standing Orders via an Oracle Smartform. Suppliers must already be set up in Oracle before creating a non-catalog requisition. |
|
|
This reference guide is intended to guide Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group on how to complete and submit a Payment Request, including checking to determine if the supplier exists in the system and if not, the additional process to be followed to request that the supplier be added. |
|
|
Create a Requisition Through the Residential Properties Smartform |
This guide walks through the steps to create requisitions related to Residential Properties. The Residential Properties Smartform is only available for specific roles. If you need to use the Smartform and do not have access, have a Role Assignment Owner complete the Oracle/Orbit Access form. Suppliers must already be set up in Oracle before creating a non-catalog requisition. |
|
This guide is intended for the Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group to create an After-the-Fact Requisition. After-the-Fact requisitions are an exception-based purchasing channel intended for emergencies. |
|
|
This reference guide is intended for Supplier Administrator and provides the steps to set up a supplier and merge suppliers in Oracle. |
|
|
Chartwells Dining Services is a Punchout Catalog Supplier that can be accessed through Oracle. This guide explains how to place and edit orders. |
|
|
This reference guide is intended for the Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group to create a split distribution on a requisition in Oracle. |
|
|
This collection of reference guides is intended for Procurement Requesters to take action on a rejected requisition. |
|
|
Modifying a Requisition or Creating a Change Order in Oracle |
This collection of reference guides is intended for the Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group to withdraw and edit the requisition before it is fully approved or submitting a change order after a requisition has been fully approved and a purchase order has been generated and clarifying change order limits. |
|
These documents list the available Procurement Categories for Non-Catalog and Payment Request requisitions. |
|
|
This guide is intended to aid Oracle Procurement Requesters with best practices when purchasing in Oracle. |
|
|
The following guide is intended for individuals who are looking to complete any of the following actions: |
|
|
The following reference guide is intended for units involved with external leases, in which the University of Chicago is the lessee/tenant. While the focus is primarily on leases that meet the ASC842 criteria for long-term space and equipment leases, it will also contain information about short-term leases. |
|
|
This document provides the steps to respond to a request for information. During the approval workflow, any approver can submit a request for information from the submitter. You must respond to this request in Oracle, not through the automated emails sent by the system. |
|
|
This reference guide is intended for Suppliers to understand how to respond to negotiations as a supplier in the supplier portal. If you have difficulty responding to a negotiation in the supplier portal, please reach out to the contract administrator contact who invited you to the negotiation. |
|
|
This document explains how to search for the status of a requisition for the Procurement unit. |
|
|
This document explains how to search for supporting information obtained or created throughout the life cycle of a purchase. |
|
|
This reference guide is intended for Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group to set default user preferences for Shipping and Delivery to location, Project Account (POETAF), and Chart of Accounts (COA). |
|
|
This document provides a glossary of statuses for Requisitions and Purchase Orders, along with their definitions. |
|
|
This reference guide is intended for Entity Financial Manager Approval Group, Project Manager, Task Manager, and Organization Financial Manager Approval Group to show how to view approved requisition information. |
|
Article |
Description |
|
The following guide provides a Provider Unit Administrator step-by-step instructions that is billing transactions with UCM to: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
Browse by Category:
Accounts Payable/Expenses - AP/PPM Cost Corrections - ARD - Clinical Research Studies - Finance Basics - GEMS & Concur - General Ledger - Grants/URA - Individual Award & Discretionary Funds - Internal Billing - Oracle Reports - Orbit Reports - PaymentWorks - Security and Workflow - Shopping & Procurement - UCM Chargebacks
|
Article |
Description |
|
This reference guide is intended for individuals who must set up personal bank account information via Oracle Self Service when requesting a cash advance in Concur. This banking information will only be used for the issuance of a cash advance and will only need to be entered once, unless there is a need to update banking information. Payment of employee expense reimbursements will be processed via Workday. |
|
|
Oracle Cloud allows select users to access invoice details directly through the Payables Invoice application. User can search for an Invoice Number or Purchase Number to see the supporting details of searched information. |
|
Article |
Description |
|
This document provides faculty and staff guidance on how to complete a cost correction request form in Service Now. A cost correction is needed when a cost was incurred on an inappropriate accounting distribution and must be corrected after-the-fact at the source (in Oracle). |
|
|
Project cost transfers are used to correct or modify transactions. These adjustments can involve transferring costs to different Project Numbers, Tasks, Contract Numbers, or Funding Sources. This document explains how to complete a cost transfer request from one project to another directly in Oracle Cloud ERP. |
|
|
This document is intended for Cost Correction approvers to help with Cost Correction Requests. A cost correction approval request can occur in one of three areas, either through the Services Portal, Workday, or Oracle Cloud. The approval notification is based on the source of the cost correction request. |
|
Article |
Description |
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
Article |
Description |
|
Managing Constructed Equipment Projects - Grants & Capital Projects |
The following guide is intended to overview the process of creating a sponsored constructed equipment project that is funded by a grant. |
|
Managing Sponsored Capital Projects (Grants & Capital Projects) |
The following guide is intended to overview the process of creating a sponsored capital project. These are capital projects that are funded by grants and will be created/managed by URA. |
|
Article |
Description |
|
The following guide is intended for Clinical Research Studies (CRS) Project Managers who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for Clinical Research Finance Managers who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for the Clinical Research Finance Manager and CTFG Approval Group who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for Clinical Research Finance Managers who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for Clinical Research Finance Managers, CTFG Approval Groups, or CRS Project Managers who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for Clinical Research Finance Managers who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for Clinical Research Finance Managers who are looking to view or complete the following actions: |
|
|
The following guide is intended for Clinical Research Studies (CRS) Project Manager/Subaward Administrators who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for Clinical Research Finance Manager(s) who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for Clinical Research Finance Managers who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for Clinical Research Finance Managers who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for Clinical Research Finance Manager(s) who are looking to view or complete any of the following actions: |
|
|
Use FBDI to Load EPIC PB Expenses to Clinical Research Studies (CRS) |
The following guide is intended for CRS Project Managers who are looking to view or complete any of the following actions: |
|
Article |
Description |
|
The following guide is intended for all users to define and understand the utilization of the Chart of Accounts (COA) and POETAF segments. |
|
|
The following guide provides a list of all cross-validation rules applicable to the Chart of Accounts (COA) segments. |
|
|
Chart of Accounts Purpose Values and Definitions (as of July 1, 2024) |
The following guide provides a list of all Chart of Accounts (COA) Purpose segment values and their definitions. |
|
This document is intended for all users to define and understand the utilization of the Cost Share Fund in the UChicago Chart of Accounts. |
|
|
Create, Deactivate, Reactivate, and Copy a Favorite Financial Account in ServiceNow |
Maintaining a list of your frequently used financial accounts makes filling out ServiceNow forms requesting Oracle Cloud data quicker and easier; your account information is saved and ready for use immediately. Instead of filling out every Account Information field, you can select your favorite account from the drop-down and auto-fill the financial account section of the form. |
|
FAS to Oracle Cloud (FST) - Financial Account Information Section in ServiceNow Request Forms |
Overview of Oracle Cloud becoming UChicago’s organizing system for financial accounts and general ledger. |
|
The following guide is intended to assist users in navigating Oracle Cloud. |
|
|
Request Access for Multiple Students on the Student Procurement Requestor Access Form |
This article provides a brief overview of how to complete the Student Procurement Requestor Access form when more than one student requires access to Oracle. The form should only be completed by Role Assignment Owners (RAOs). |
|
Article |
Description |
|
This guide walks through the process of adding delegates in Concur. By assigning permissions to a delegate, you are assigning permissions for Expenses and Request. A delegate is a user who is granted the right to act on behalf of another user, in the preparation of expense reports, card requests services, or approving expenses. System access includes Profile Settings for Travel, Expenses, and Requests. |
|
|
This guide walks through the process of cancelling a GEMS Card in Concur. This can be done either by the GEMS Card user or another team member. The cancellation will route to the Concur OFM for approval. Therefore, if you are the Concur OFM, it is recommended for another team member to submit the cancellation request. |
|
|
This guide walks through the process of requesting a Cash Advance in Concur. Employees who will be paid via ACH will now be able to submit requests for cash advances, and reconcile those advances, through Concur. Employees who need their advances wired internationally and students will be required to follow a manual process outside of Concur. |
|
|
This guide walks through the process of creating an expense report in Concur. As a best practice, create one monthly report for non-travel purchases and one report per trip for travel-related purchases. Limit the number of transactions on an expense report to 40 and create a second report if needed. |
|
|
GEMS University approvers should familiarize themselves with relevant financial policies, as they are responsible for thoroughly reviewing the elements of expense reports outlined in this article before granting approval. |
|
|
This document outlines the steps to take, in reference to disputed transactions and fraudulent transactions. |
|
|
This document contains information for using your GEMS Card when traveling internationally on behalf of the University. |
|
|
This document contains general information and best practices for reconciliation of GEMS Card expenses. GEMS Card transactions should be reconciled within 30 days to ensure timely allocation to the appropriate account. |
|
|
This document lists the available Procurement Categories for GEMS Expense Types. |
|
|
This guide walks through the process of reconciling a Cash Advance in Concur. Employees who will be paid via ACH will now be able to submit requests for cash advances, and reconcile those advances, through Concur. Employees who need their advances wired internationally and students will be required to follow a manual process outside of Concur. |
|
|
This guide walks through the process of requesting a GEMS Card in Concur. The GEMS Card is designed to provide authorized faculty and staff with a cost-effective and convenient method of buying and paying for small dollar purchases and travel related expenditures. |
|
|
This guide walks through the process of returning unused Cash Advance funds. This process is only for Cash Advance issued via Concur. |
|
|
This guide walks through the process of setting up a variety of preferences in Concur. Any preferences set before the Concur refresh (July 8, 2024) will need to be reset. |
|
Article |
Description |
|
Accrual and Deferral Transactions – How to Find and Complete |
The purpose of the document is to assist Unit Financial Managers creating Accrual Entries for transactions that occurred during one Fiscal Year that were not entered into Oracle until the following Fiscal Year. |
|
The following guide is intended for a Journal Submitter who will complete any of the following actions: |
|
|
This document outlines how to install ADFDI, which is a feature that allows users to interact with Oracle applications directly from Microsoft Excel. |
|
|
Orbit Report: Unit Financials Sponsored / Non-Sponsored Report, Alternate Fund Hierarchy Sets |
This article allows users to view the Alternate Fund Hierarchy Sets. |
|
Article |
Description |
|
The following guide is intended for Subaward Administrators who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for all stake holders of Sponsored Awards Process, including the Grants Account Receivables Specialist and Grants Award Administrator. This Quick Reference Guide (QRG) includes the following processes: |
|
|
The following guide is intended for Subaward Administrators who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for the Sponsor Setup Specialists who are looking to view or complete any of the following actions: |
|
|
The purpose of this guide is to help Unit or Department Administrators request Milestone Invoicing for awards billed based on performance or completion of milestones as specified in the award document. |
|
|
The following guide is intended as a temporary document to assist in Grants post-conversion cutover tasks immediately after the implementation of Oracle. It consists of edited excerpts from existing Quick Reference Guides (QRGs) developed for University Research Administration (URA) staff. The QRG, QRG scenario, page and steps are included in case we need to reference back to the source document. |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
This document explains the steps a Department Research Administrator should take to submit an invoice associated with a Subaward. |
|
|
The following guide is intended for Department Research Administrators and URA Subaward Administrators who are looking to process a subaward invoice for payment. |
|
|
The following guide is intended for all stakeholders of the Sponsored Awards Process including Award Administrators and Project Billing Specialists. Processes included in this guide are: |
|
|
The following guide is intended to show all stakeholders of the Sponsored Awards Process including Grants Account Receivables Specialist, Award Administrator, IADF Administrator, and Project Billing Specialist how to Update or correct F&A (Burden Schedule) setup and recalculate indirect costs. |
|
|
The following guide is intended to show all stakeholders of the Sponsored Awards Process, including Grants Award Administrator, how to: |
|
|
The following guide is intended to show for all stakeholders of the Sponsored Awards Process including Grants Account Receivables Specialist, Award Administrator, IADF Administrator, and Project Billing Specialist how to: |
|
|
The following guide is intended to show stakeholders of the Sponsored Awards Process, particularly Accounts Receivable Specialists and Managers, how to: |
|
|
This guide is meant to show award and project administrator employees how to run a report that will show what Unprocessed Costs exist and the reason that the costs are unprocessed. |
|
|
The following guide is intended to show Award Setup Specialists and Award Administrators, after initial award setup is complete, how to modify awards in Oracle in different scenarios. |
|
|
This guide provides a brief overview of each of the Oracle reports focused on central Grants Research Administration. |
|
|
The following guide is intended for Award Setup Specialists and Award Administrators who are seeking to integrate a new award from AURA to Oracle and complete additional setup in Oracle after integration. |
|
Article |
Description |
|
The following guide is intended for IADF Award Recipients who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for IADF Administrators who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for IADF Award Recipients who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for a Journal Submitter who needs to process an upfront or cost reimbursement Journal Entry to fund an IADF. |
|
|
Modifying Projects and Awards Individual Awards and Discretionary Funds (IADF) |
The following guide is intended to show IADF Administrators how to modify awards in Oracle in different scenarios. |
|
Setting up Individual Award and Discretionary Fund (IADF) Cost Share |
This document outlines the steps one would need to take when we receive a grant requiring a cost-sharing commitment, and a PI wants to pay for that cost-sharing commitment out of discretionary funds. |
|
Article |
Description |
|
The following guide provides Provider Unit Administrators step-by-step instructions to create an Invoice or Invoices to record Internal Billing transactions for goods/services between or within University Entities (excludes UCM). |
|
|
The following guide is intended for Receiver Unit Organization Financial Managers (OFM) and Project Managers (PM) who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The purpose of this guide is to give Provider Unit Administrators instructions on how to edit/correct an Internal Billing Invoice that has been submitted. |
|
Article |
Description |
|
The following report captures spend and contact information for suppliers that provided search (recruitment) services during the year. The Provost uses the contact information to send compliance notices/information to suppliers. |
|
Article |
Description |
|
The following guide is intended for employees to view and/or complete the following action: |
|
|
Orbit Reporting and Analytics is the reporting tool used to report back financial data found in Oracle. The Orbit Reporting and Analytics tool has multiple reports to help you define your search based on your reporting needs. This reference guide is intended to guide users who are looking to view or navigate Orbit Reports. |
|
|
The following guide is intended for employee(s) to view and/or complete the following action: |
|
|
The following guide is intended for employees to view and/or complete the following action: |
|
|
The following guide is intended for all stakeholders of the Individual Awards and Discretionary Funds (IADF) process including IADF Administrators, Project Managers, and Faculty, Principal Investigators (PI). |
|
|
The following guide is intended for all stakeholders of the sponsored awards process including URA Administrators, Department Research Administrators, Faculty, Principal Investigators (PI), and research leadership. |
|
|
The COA Hierarchies report is an Orbit report available for all Oracle users to better identify the necessary Chart of Accounts segments required to perform financial transactions. This document is intended to help users locate and review all currently active values for each Chart of Accounts (COA) segment, including Entity, Organization, Account, Fund, Purpose, Program, Activity, Site, Affiliate, and Future, using the COA Hierarchies Report available in Orbit. |
|
|
This document is intended for users to find Grants Monthly Ledger details information for a given user’s needs. The suite of reports provides details on the projects financial performance and will help users with Sponsored Award report-outs with faculty and sponsors. This suite of reports can connect users to the monthly expenditures related to a given Project. |
|
|
This document walks through the Payroll Dashboard in Orbit which contains the following reports: Costing Allocation Detail, Job and Cost Validation Check, Workday Payroll Detail. |
|
|
This document is intended for all stakeholders of Clinical Research, Individual Awards and Discretionary Funds (IADF), and Sponsored Programs to process information on reviewing the PI Fund Analysis Report in Orbit. The PI Funding Analysis report provides information on a Principal Investigator’s funding. |
|
|
This document is intended to help users identify the security role(s) and data access assigned to individuals in Oracle and Orbit, which define the specific system privileges and actions they can perform in Oracle, as well as the dashboards and reports they can access in Orbit and the information they can view within those dashboards and reports. It also includes guidance on reports detailing users assigned to Project Teams supporting both sponsored and non-sponsored projects. |
|
|
This guide is intended to help users understand the information found in the Unit Financial Dashboards. The reports found in this folder are intended to help units review their financials for a given month or year, compared to what is budgeted or forecasted in UCPlan, and will give the details to help investigate any variances. |
|
|
The following guide is intended for employees to view and/or complete the following action: |
|
|
The following guide is intended for employees to view and/or complete the following action: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
Article |
Description |
|
Completing the Goods and Services – Foreign Suppliers Application |
Non-US-based individuals and entities who will be providing goods and/or services will complete the long-form described in this article in PaymentWorks. This application is subject to change. Depending on your responses, the application may appear slightly different than the guide. Please make sure to complete all required fields. |
|
Completing the Goods and Services – US Suppliers Application |
US-based individuals and entities who will be providing goods and/or services will complete the long-form described in this article in PaymentWorks. This application is subject to change. Depending on your responses, the application may appear slightly different than the guide. Please make sure to complete all required fields. |
|
Completing the Other Payments – Foreign Suppliers Application |
Foreign-based individuals and entities who will be receiving refunds, reimbursements, honorariums, stipends, and other non-purchase order payments will complete the short-form described in this article in PaymentWorks. This application is subject to change. Depending on your responses, the application may appear slightly different than the guide. Please make sure to complete all required fields. |
|
US-based individuals and entities who will be receiving refunds, reimbursements, honorariums, stipends, and other non-purchase order payments will complete the short-form described in this article in PaymentWorks. This application is subject to change. Depending on your responses, the application may appear slightly different than the guide. Please make sure to complete all required fields. |
|
|
This guide is intended to help new suppliers get set up in PaymentWorks, the University of Chicago’s third-party validation tool. Once your information is submitted, it’ll be reviewed and then processed into Oracle, the University’s payment system. |
|
Article |
Description |
|
This guide helps approvers understand what actions they can take during approval. |
|
|
The purpose to this document is to ensure that the workflow of approvals remains intact when Oracle Approvers leave their role by providing guidance to Human Resource Partners (HRP) and Supervisors of employees that have approval roles on how to proceed when an employee leaves the University or vacates their approver role. |
|
|
This reference guide is intended to help users understand their privileges, identification, and required training. |
|
|
This reference guide is intended to guide Project /Task Managers Only on how to setup Oracle Cloud's self-service "Vacation Period" functionality. The Vacation Period temporarily delegates an individual's approval authority to another person and should be used for short-term, planned absences. Some exceptions can be considered for other types of absences on a case-by-case basis. |
|
Article |
Description |
|
This reference guide is intended for Entity Financial Manager Approval Group, Project Manager, Task Manager, and Organization Financial Manager Approval Group to show the criteria to approve or reject a requisition. |
|
|
This reference guide is intended for Project Managers, the Organization Financial Manager Approval Group, and Procurement Requesters to show how to approve or reject an invoice payment. |
|
|
This guide is intended for the Procurement Requester to cancel a requisition. |
|
|
This guide explains how to create a requisition from either a Punchout Catalog or Local Catalog in Oracle. Items from catalog suppliers typically have pre-negotiated prices and should be used when possible. |
|
|
This guide explains how to create requisitions for non-catalog goods and services and Standing Orders via an Oracle Smartform. Suppliers must already be set up in Oracle before creating a non-catalog requisition. |
|
|
This reference guide is intended to guide Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group on how to complete and submit a Payment Request, including checking to determine if the supplier exists in the system and if not, the additional process to be followed to request that the supplier be added. |
|
|
Create a Requisition Through the Residential Properties Smartform |
This guide walks through the steps to create requisitions related to Residential Properties. The Residential Properties Smartform is only available for specific roles. If you need to use the Smartform and do not have access, have a Role Assignment Owner complete the Oracle/Orbit Access form. Suppliers must already be set up in Oracle before creating a non-catalog requisition. |
|
This guide is intended for the Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group to create an After-the-Fact Requisition. After-the-Fact requisitions are an exception-based purchasing channel intended for emergencies. |
|
|
This reference guide is intended for Supplier Administrator and provides the steps to set up a supplier and merge suppliers in Oracle. |
|
|
Chartwells Dining Services is a Punchout Catalog Supplier that can be accessed through Oracle. This guide explains how to place and edit orders. |
|
|
This reference guide is intended for the Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group to create a split distribution on a requisition in Oracle. |
|
|
This collection of reference guides is intended for Procurement Requesters to take action on a rejected requisition. |
|
|
Modifying a Requisition or Creating a Change Order in Oracle |
This collection of reference guides is intended for the Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group to withdraw and edit the requisition before it is fully approved or submitting a change order after a requisition has been fully approved and a purchase order has been generated and clarifying change order limits. |
|
These documents list the available Procurement Categories for Non-Catalog and Payment Request requisitions. |
|
|
This guide is intended to aid Oracle Procurement Requesters with best practices when purchasing in Oracle. |
|
|
The following guide is intended for individuals who are looking to complete any of the following actions: |
|
|
The following reference guide is intended for units involved with external leases, in which the University of Chicago is the lessee/tenant. While the focus is primarily on leases that meet the ASC842 criteria for long-term space and equipment leases, it will also contain information about short-term leases. |
|
|
This document provides the steps to respond to a request for information. During the approval workflow, any approver can submit a request for information from the submitter. You must respond to this request in Oracle, not through the automated emails sent by the system. |
|
|
This reference guide is intended for Suppliers to understand how to respond to negotiations as a supplier in the supplier portal. If you have difficulty responding to a negotiation in the supplier portal, please reach out to the contract administrator contact who invited you to the negotiation. |
|
|
This document explains how to search for the status of a requisition for the Procurement unit. |
|
|
This document explains how to search for supporting information obtained or created throughout the life cycle of a purchase. |
|
|
This reference guide is intended for Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group to set default user preferences for Shipping and Delivery to location, Project Account (POETAF), and Chart of Accounts (COA). |
|
|
This document provides a glossary of statuses for Requisitions and Purchase Orders, along with their definitions. |
|
|
This reference guide is intended for Entity Financial Manager Approval Group, Project Manager, Task Manager, and Organization Financial Manager Approval Group to show how to view approved requisition information. |
|
Article |
Description |
|
The following guide provides a Provider Unit Administrator step-by-step instructions that is billing transactions with UCM to: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
Browse by Category:
Accounts Payable/Expenses - Accounts Receivable/Cash Management - AP/PPM Cost Corrections - Capital Projects & Fixed Assets - Clinical Research Studies - Cost Studies - Enterprise Data Management - FCCS - Financial Close & Consolidation - Finance Basics - GEMS & Concur - General Ledger - Individual Award & Discretionary Funds - Internal Billing - Oracle Reports - Orbit Reports - PaymentWorks - PCM Allocations - Security and Workflow - Shopping & Procurement - UCM Chargebacks
|
Article |
Description |
|
This reference guide is intended for the Cash Advance Administrator to confirm bank account setup of the individual requesting a cash advance. |
|
|
Create Invoices, Recurring Payments, Credit Memos, and manage Invoice Holds |
This reference guide is intended for AP Invoice Processors to create and manage recurring invoices, create manual invoices, and create and apply credit memos. |
|
This reference guide is intended for the Payables Payment Processor to submit a Payment Process Request by using the applicable PPR template and create manual, quick or refund payments. |
|
|
This reference guide is intended for the Payables Manager to stop a payment and void a payment. |
|
|
The following guide is intended for Payables Period Close Manager to view or complete any of the following actions: |
|
|
Processing an After the Fact Requisition into a Purchase Order |
The following guide is intended for a Payables Buyer to process After the Fact Requisitions into Purchase Orders. |
|
This reference guide is intended for the Reportability Reviewer to review and update, as needed, the tax details then approve the 1099 and 1042 tax reportable invoices, correct paid 1099 and 1042 reportable invoices, and the year end process for issuing 1099 Copy B’s. |
|
|
This reference guide is intended for individuals who must set up personal bank account information via Oracle Self Service when requesting a cash advance in Concur. This banking information will only be used for the issuance of a cash advance and will only need to be entered once, unless there is a need to update banking information. Payment of employee expense reimbursements will be processed via Workday. |
|
|
Oracle Cloud allows select users to access invoice details directly through the Payables Invoice application. User can search for an Invoice Number or Purchase Number to see the supporting details of searched information. |
|
Article |
Description |
|
Adjust a Receipt Application - Process Refunds, Write Off, and Bad Debt |
This reference guide is intended for AR Specialist and AR Manager and provides the steps to manage an incorrect invoice through a billing adjustment, credit memo, or refund. |
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
This collection of reference guides is intended for External Transaction Specialists to create external transactions. |
|
|
This collection of reference guides is intended for the Customer Manager and Data Steward Manager for customer data set up, reviewing, and merging customer data. |
|
|
Creating and Processing Invoices; Updating a Customer's AR Balance |
This reference guide is intended for Billing Specialists – General and provides the steps to edit and adjust an invoice. |
|
These reports provide users with general information about customers, such as account details, site information, addresses, and contact details. |
|
|
This collection of reference guides is intended for Bank Statement Specialists to create external transactions based on configured transaction creation rules. |
|
|
This collection of reference guides is intended for Bank Account Administrators to create a bank, bank branch, and bank account. |
|
|
This collection of reference guides is intended for Collection Agents, and Customer Managers to review customer account activities, enter collection notes on invoices and send dunning letters. |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
This collection of reference guides is intended for Reconciliation Specialist to manage cash management period end review. |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
This collection of reference guides is intended for the Bank Statement Specialist and Reconciliation Specialist to create a new bank statement and execute a bank reconciliation. |
|
|
This collection of reference guides is intended for the Bank Statement Specialist and Reconciliation Specialist to create a new bank statement and execute a bank reconciliation. |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
Article |
Description |
|
This document provides faculty and staff guidance on how to complete a cost correction request form in Service Now. A cost correction is needed when a cost was incurred on an inappropriate accounting distribution and must be corrected after-the-fact at the source (in Oracle). |
|
|
Project cost transfers are used to correct or modify transactions. These adjustments can involve transferring costs to different Project Numbers, Tasks, Contract Numbers, or Funding Sources. This document explains how to complete a cost transfer request from one project to another directly in Oracle Cloud ERP. |
|
|
This document is intended for Cost Correction approvers to help with Cost Correction Requests. A cost correction approval request can occur in one of three areas, either through the Services Portal, Workday, or Oracle Cloud. The approval notification is based on the source of the cost correction request. |
|
|
This guide is intended for Payables Cost Corrections Managers who are looking to view or complete any of the below actions. |
|
|
This document is intended to walk the CRS through the process of completing the IADF Reimbursements/Receipts request. |
|
Article |
Description |
|
This reference guide is intended for a Capital Projects Central Administrator to complete any of the actions listed below. |
|
|
The following guide is intended for a Capital Project Creator, Capital Project Administrator, and Capital Project Manager who will complete any of the following actions: |
|
|
The following guide is intended for a Capital Project Creator, Journal Creator, Capital Project Administrator, and Capital Project Manager who will complete any of the following actions: |
|
|
The following guide is intended for Managing Capital Projects (Reviewing Project Costs, Updating Project and Task attributes, and Updating a Project Status). |
|
|
Managing Fixed Assets – Asset Addition (Capital Projects/Constructed Equipment) |
The following guide is intended for an Asset Accountant to create and place into service assets originating from PPM as either capital projects or constructed equipment projects. |
|
The following guide is intended for an Asset Accountant to create and place into service assets originating from Payables or created in the User-Interface. |
|
|
The following guide is intended for Asset Accountant to Maintain Asset Information. |
|
|
The following guide is intended for Asset Accountant to Retire an Asset. |
|
|
The following guide is intended for UChicago Shared Construction Projects users who are creating and managing UChicago Managed Shared Construction Projects. Shared Construction Projects (SCP) are capital projects that are jointly funded by the University of Chicago (most projects are BSD managed) and the University of Chicago Medical Center (UCM). |
|
|
Perform Physical Inventory – Mass Updates and Assets with Parent/Child Relationship |
The following guide is intended to Perform Physical Inventory. |
|
|
|
|
The following guide is intended for employees to Create a Journal entry to Transfer Capital Project Funds. |
|
Article |
Description |
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
Article |
Description |
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
Article |
Description |
|
This guide is intended for UChicago business users who want to learn how to use the Oracle Enterprise Data Management (EDM) application to manage Chart of Accounts (COA) master data. |
|
|
This guide is intended for UChicago business users who need to learn how to approve, reject, or push back requests for master data changes, as well as how to audit and track changes to enterprise data in the Oracle Enterprise Data Management (EDM) application. |
|
Article |
Description |
|
This guide is intended for UChicago Data Loaders who want to learn how to use the Oracle Financial Close & Consolidation (FCCS) application. |
|
|
This guide is intended for UChicago Report Viewers who want to learn how to use the Oracle Financial Close & Consolidation (FCCS) application. |
|
Article |
Description |
|
The following guide is intended for all users to define and understand the utilization of the Chart of Accounts (COA) and POETAF segments. |
|
|
The following guide provides a list of all cross-validation rules applicable to the Chart of Accounts (COA) segments. |
|
|
Chart of Accounts Purpose Values and Definitions (as of July 1, 2024) |
The following guide provides a list of all Chart of Accounts (COA) Purpose segment values and their definitions. |
|
This document is intended for all users to define and understand the utilization of the Cost Share Fund in the UChicago Chart of Accounts. |
|
|
Create, Deactivate, Reactivate, and Copy a Favorite Financial Account in ServiceNow |
Maintaining a list of your frequently used financial accounts makes filling out ServiceNow forms requesting Oracle Cloud data quicker and easier; your account information is saved and ready for use immediately. Instead of filling out every Account Information field, you can select your favorite account from the drop-down and auto-fill the financial account section of the form. |
|
FAS to Oracle Cloud (FST) - Financial Account Information Section in ServiceNow Request Forms |
Overview of Oracle Cloud becoming UChicago’s organizing system for financial accounts and general ledger. |
|
The following guide is intended to assist users in navigating Oracle Cloud. |
|
Article |
Description |
|
This guide walks through the process of adding delegates in Concur. By assigning permissions to a delegate, you are assigning permissions for Expenses and Request. A delegate is a user who is granted the right to act on behalf of another user, in the preparation of expense reports, card requests services, or approving expenses. System access includes Profile Settings for Travel, Expenses, and Requests. |
|
|
This guide walks through the process of cancelling a GEMS Card in Concur. This can be done either by the GEMS Card user or another team member. The cancellation will route to the Concur OFM for approval. Therefore, if you are the Concur OFM, it is recommended for another team member to submit the cancellation request. |
|
|
This guide walks through the process of requesting a Cash Advance in Concur. Employees who will be paid via ACH will now be able to submit requests for cash advances, and reconcile those advances, through Concur. Employees who need their advances wired internationally and students will be required to follow a manual process outside of Concur. |
|
|
This guide walks through the process of creating an expense report in Concur. As a best practice, create one monthly report for non-travel purchases and one report per trip for travel-related purchases. Limit the number of transactions on an expense report to 40 and create a second report if needed. |
|
|
GEMS University approvers should familiarize themselves with relevant financial policies, as they are responsible for thoroughly reviewing the elements of expense reports outlined in this article before granting approval. |
|
|
This document outlines the steps to take, in reference to disputed transactions and fraudulent transactions. |
|
|
This document contains information for using your GEMS Card when traveling internationally on behalf of the University. |
|
|
This document contains general information and best practices for reconciliation of GEMS Card expenses. GEMS Card transactions should be reconciled within 30 days to ensure timely allocation to the appropriate account. |
|
|
This document lists the available Procurement Categories for GEMS Expense Types. |
|
|
This guide walks through the process of reconciling a Cash Advance in Concur. Employees who will be paid via ACH will now be able to submit requests for cash advances, and reconcile those advances, through Concur. Employees who need their advances wired internationally and students will be required to follow a manual process outside of Concur. |
|
|
This guide walks through the process of requesting a GEMS Card in Concur. The GEMS Card is designed to provide authorized faculty and staff with a cost-effective and convenient method of buying and paying for small dollar purchases and travel related expenditures. |
|
|
This guide walks through the process of returning unused Cash Advance funds. This process is only for Cash Advance issued via Concur. |
|
|
This guide walks through the process of setting up a variety of preferences in Concur. Any preferences set before the Concur refresh (July 8, 2024) will need to be reset. |
|
Article |
Description |
|
The Account Period Activity report presents the activity for a General Ledger chart string during a specific period. This report will be utilized to observe the ‘Beginning Balance,’ ‘Period Net Activity,’ and the ‘Ending Balance’ for General Ledger chart strings within the given timeframe. |
|
|
The following guide is intended for Lease Accountant to Amend a Lease. |
|
|
The following guide is intended for a Central/Entity Approver who will complete any of the following actions: |
|
|
The following guide is intended for a Lease Accountant who is looking to view or complete any of the following actions: |
|
|
This document outlines how to install ADFDI, which is a feature that allows users to interact with Oracle applications directly from Microsoft Excel. |
|
|
The Journal Transactions report displays transactional information for Chart of Account (COA) strings, purchase order information, and invoice number details. |
|
|
The following guide is intended for a General Accounting Manager to manage failed journals, create account monitor/inquire and analyze balances, and process General Ledger accounting close. |
|
|
Orbit Report: Unit Financials Sponsored / Non-Sponsored Report, Alternate Fund Hierarchy Sets |
This article allows users to view the Alternate Fund Hierarchy Sets. |
|
The following guide is intended for Lease Accountants to perform monthly closing steps, which includes performing lease payment approval, running monthly lease accruals, and running Create Accounting. |
|
|
The Trial Balance report is used to verify the debits and credits for UChicago. It is used to ensure that the books are in balance and to identify any potential discrepancies between the General Ledger and the financial position. |
|
|
The following guide is intended for the General Ledger (GL) users who are looking to view or complete any of the following actions: |
|
Article |
Description |
|
The following guide is intended for a Journal Submitter who needs to process an upfront or cost reimbursement Journal Entry to fund an IADF. |
|
Article |
Description |
|
This reference guide is intended for Supplier Administrator and provides the steps to create an internal supplier. |
|
Article |
Description |
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
Available directly in the Oracle Central Report Hub are a series of reports to support the business needs of fixed assets. This article addresses the reports available and the business questions these reports support for the University’s Fixed Assets. |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following report captures spend and contact information for suppliers that provided search (recruitment) services during the year. The Provost uses the contact information to send compliance notices/information to suppliers. |
|
Article |
Description |
|
The Capital Projects Project Management Dashboards are intended for staff who are working with Capital Projects and need to see information on their project’s performance. This guide explains what each report in the dashboard means and how to utilize the report for financial decision making. |
|
|
The following guide is intended for employees to view and/or complete the following action: |
|
|
Orbit Reporting and Analytics is the reporting tool used to report back financial data found in Oracle. The Orbit Reporting and Analytics tool has multiple reports to help you define your search based on your reporting needs. This reference guide is intended to guide users who are looking to view or navigate Orbit Reports. |
|
|
The following guide is intended for employee(s) to view and/or complete the following action: |
|
|
The following guide is intended for employees to view and/or complete the following action: |
|
|
The following guide is intended for all stakeholders of the sponsored awards process including URA Administrators, Department Research Administrators, Faculty, Principal Investigators (PI), and research leadership. |
|
|
The COA Hierarchies report is an Orbit report available for all Oracle users to better identify the necessary Chart of Accounts segments required to perform financial transactions. This document is intended to help users locate and review all currently active values for each Chart of Accounts (COA) segment, including Entity, Organization, Account, Fund, Purpose, Program, Activity, Site, Affiliate, and Future, using the COA Hierarchies Report available in Orbit. |
|
|
This document is intended for users to find Grants Monthly Ledger details information for a given user’s needs. The suite of reports provides details on the projects financial performance and will help users with Sponsored Award report-outs with faculty and sponsors. This suite of reports can connect users to the monthly expenditures related to a given Project. |
|
|
This document is intended for users to find Accounts Payable information for a given organization or unit. The suite of reports provides details on the status of payment, payment terms, payment discounts, and invoice documents. |
|
|
This document walks through the Payroll Dashboard in Orbit which contains the following reports: Costing Allocation Detail, Job and Cost Validation Check, Workday Payroll Detail. |
|
|
This document is intended to help users identify the security role(s) and data access assigned to individuals in Oracle and Orbit, which define the specific system privileges and actions they can perform in Oracle, as well as the dashboards and reports they can access in Orbit and the information they can view within those dashboards and reports. It also includes guidance on reports detailing users assigned to Project Teams supporting both sponsored and non-sponsored projects. |
|
|
This guide is intended to help users understand the information found in the Unit Financial Dashboards. The reports found in this folder are intended to help units review their financials for a given month or year, compared to what is budgeted or forecasted in UCPlan, and will give the details to help investigate any variances. |
|
|
The following guide is intended for employees who are looking to view and/or complete the following action: |
|
|
The following guide is intended for employees to view and/or complete the following action: |
|
|
The following guide is intended for employees to view and/or complete the following action: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
Article |
Description |
|
Completing the Goods and Services – Foreign Suppliers Application |
Non-US-based individuals and entities who will be providing goods and/or services will complete the long-form described in this article in PaymentWorks. This application is subject to change. Depending on your responses, the application may appear slightly different than the guide. Please make sure to complete all required fields. |
|
Completing the Goods and Services – US Suppliers Application |
US-based individuals and entities who will be providing goods and/or services will complete the long-form described in this article in PaymentWorks. This application is subject to change. Depending on your responses, the application may appear slightly different than the guide. Please make sure to complete all required fields. |
|
Completing the Other Payments – Foreign Suppliers Application |
Foreign-based individuals and entities who will be receiving refunds, reimbursements, honorariums, stipends, and other non-purchase order payments will complete the short-form described in this article in PaymentWorks. This application is subject to change. Depending on your responses, the application may appear slightly different than the guide. Please make sure to complete all required fields. |
|
US-based individuals and entities who will be receiving refunds, reimbursements, honorariums, stipends, and other non-purchase order payments will complete the short-form described in this article in PaymentWorks. This application is subject to change. Depending on your responses, the application may appear slightly different than the guide. Please make sure to complete all required fields. |
|
|
This guide is intended to help new suppliers get set up in PaymentWorks, the University of Chicago’s third-party validation tool. Once your information is submitted, it’ll be reviewed and then processed into Oracle, the University’s payment system. |
|
Article |
Description |
|
The following guide is intended for a Planning and Budgeting Administrator who is looking to view or complete any of the following actions: |
|
|
The following guide is intended for a Planning and Budgeting Administrator who is looking to view or complete any of the following actions: |
|
|
The following guide is intended for a Planning and Budgeting Administrator who is looking to view or complete any of the following actions: |
|
|
The following guide is intended for a Planning and Budgeting Administrator who is looking to view or complete any of the following actions: |
|
|
The following guide is intended for a Planning and Budgeting Administrator who is looking to view or complete any of the following actions: |
|
Article |
Description |
|
The purpose to this document is to ensure that the workflow of approvals remains intact when Oracle Approvers leave their role by providing guidance to Human Resource Partners (HRP) and Supervisors of employees that have approval roles on how to proceed when an employee leaves the University or vacates their approver role. |
|
Article |
Description |
|
This reference guide is intended for Project Managers, the Organization Financial Manager Approval Group, and Procurement Requesters to show how to approve or reject an invoice payment. |
|
|
This guide is intended for the Procurement Requester to cancel a requisition. |
|
|
This guide explains how to create a requisition from either a Punchout Catalog or Local Catalog in Oracle. Items from catalog suppliers typically have pre-negotiated prices and should be used when possible. |
|
|
This guide explains how to create requisitions for non-catalog goods and services and Standing Orders via an Oracle Smartform. Suppliers must already be set up in Oracle before creating a non-catalog requisition. |
|
|
This reference guide is intended to guide Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group on how to complete and submit a Payment Request, including checking to determine if the supplier exists in the system and if not, the additional process to be followed to request that the supplier be added. |
|
|
Create a Requisition Through the Residential Properties Smartform |
This guide walks through the steps to create requisitions related to Residential Properties. The Residential Properties Smartform is only available for specific roles. If you need to use the Smartform and do not have access, have a Role Assignment Owner complete the Oracle/Orbit Access form. Suppliers must already be set up in Oracle before creating a non-catalog requisition. |
|
This guide is intended for the Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group to create an After-the-Fact Requisition. After-the-Fact requisitions are an exception-based purchasing channel intended for emergencies. |
|
|
This reference guide is intended for Supplier Administrator and provides the steps to set up a supplier and merge suppliers in Oracle. |
|
|
Chartwells Dining Services is a Punchout Catalog Supplier that can be accessed through Oracle. This guide explains how to place and edit orders. |
|
|
This collection of reference guides is intended for the Procurement Contract Administrator and provides the steps to create supplier contracts and create supplier agreements. |
|
|
This collection of reference guides is intended for the Procurement Contract Administrator and the Sourcing Project Collaborator and provides the steps to create supplier negotiations. |
|
|
This reference guide is intended for the Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group to create a split distribution on a requisition in Oracle. |
|
|
The following guide is intended for Buyers and Procurement Managers to create and manage purchase orders, manage change orders, and close purchase orders. |
|
|
This collection of reference guides is intended for Procurement Requesters to take action on a rejected requisition. |
|
|
Modifying a Requisition or Creating a Change Order in Oracle |
This collection of reference guides is intended for the Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group to withdraw and edit the requisition before it is fully approved or submitting a change order after a requisition has been fully approved and a purchase order has been generated and clarifying change order limits. |
|
The following guide is intended for the Procurement Manager and Budget Manager to process year-end encumbrances. |
|
|
These documents list the available Procurement Categories for Non-Catalog and Payment Request requisitions. |
|
|
This guide is intended to aid Oracle Procurement Requesters with best practices when purchasing in Oracle. |
|
|
The following guide is intended for individuals who are looking to complete any of the following actions: |
|
|
The following reference guide is intended for units involved with external leases, in which the University of Chicago is the lessee/tenant. While the focus is primarily on leases that meet the ASC842 criteria for long-term space and equipment leases, it will also contain information about short-term leases. |
|
|
This document provides the steps to respond to a request for information. During the approval workflow, any approver can submit a request for information from the submitter. You must respond to this request in Oracle, not through the automated emails sent by the system. |
|
|
This reference guide is intended for Suppliers to understand how to respond to negotiations as a supplier in the supplier portal. If you have difficulty responding to a negotiation in the supplier portal, please reach out to the contract administrator contact who invited you to the negotiation. |
|
|
This document explains how to search for the status of a requisition for the Procurement unit. |
|
|
This document explains how to search for supporting information obtained or created throughout the life cycle of a purchase. |
|
|
This reference guide is intended for Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group to set default user preferences for Shipping and Delivery to location, Project Account (POETAF), and Chart of Accounts (COA). |
|
|
This document provides a glossary of statuses for Requisitions and Purchase Orders, along with their definitions. |
|
Article |
Description |
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for BSD Purchased Service Agreements (PSA) Specialists who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
|
The following guide is intended for UCM Chargeback Central Finance Administrators who are looking to review or complete any of the following actions: |
|
|
The following guide is intended for BSD Intercompany Finance Administrators and CRS Award Administrators who are looking to review or complete any of the following actions: |
Browse by Category:
Accounts Payable/Expenses - AP/PPM Cost Corrections - Finance Basics - GEMS & Concur - General Ledger - Orbit Reports - PaymentWorks - Planning - Security and Workflow - Shopping & Procurement
|
Article |
Description |
|
This reference guide is intended for individuals who must set up personal bank account information via Oracle Self Service when requesting a cash advance in Concur. This banking information will only be used for the issuance of a cash advance and will only need to be entered once, unless there is a need to update banking information. Payment of employee expense reimbursements will be processed via Workday. |
|
Article |
Description |
|
This document provides faculty and staff guidance on how to complete a cost correction request form in Service Now. A cost correction is needed when a cost was incurred on an inappropriate accounting distribution and must be corrected after-the-fact at the source (in Oracle). |
|
|
Project cost transfers are used to correct or modify transactions. These adjustments can involve transferring costs to different Project Numbers, Tasks, Contract Numbers, or Funding Sources. This document explains how to complete a cost transfer request from one project to another directly in Oracle Cloud ERP. |
|
Article |
Description |
|
The following guide is intended for all users to define and understand the utilization of the Chart of Accounts (COA) and POETAF segments. |
|
|
The following guide provides a list of all cross-validation rules applicable to the Chart of Accounts (COA) segments. |
|
|
Chart of Accounts Purpose Values and Definitions (as of July 1, 2024) |
The following guide provides a list of all Chart of Accounts (COA) Purpose segment values and their definitions. |
|
This document is intended for all users to define and understand the utilization of the Cost Share Fund in the UChicago Chart of Accounts. |
|
|
Create, Deactivate, Reactivate, and Copy a Favorite Financial Account in ServiceNow |
Maintaining a list of your frequently used financial accounts makes filling out ServiceNow forms requesting Oracle Cloud data quicker and easier; your account information is saved and ready for use immediately. Instead of filling out every Account Information field, you can select your favorite account from the drop-down and auto-fill the financial account section of the form. |
|
FAS to Oracle Cloud (FST) - Financial Account Information Section in ServiceNow Request Forms |
Overview of Oracle Cloud becoming UChicago’s organizing system for financial accounts and general ledger. |
|
The following guide is intended to assist users in navigating Oracle Cloud. |
|
Article |
Description |
|
This guide walks through the process of adding delegates in Concur. By assigning permissions to a delegate, you are assigning permissions for Expenses and Request. A delegate is a user who is granted the right to act on behalf of another user, in the preparation of expense reports, card requests services, or approving expenses. System access includes Profile Settings for Travel, Expenses, and Requests. |
|
|
This guide walks through the process of cancelling a GEMS Card in Concur. This can be done either by the GEMS Card user or another team member. The cancellation will route to the Concur OFM for approval. Therefore, if you are the Concur OFM, it is recommended for another team member to submit the cancellation request. |
|
|
This guide walks through the process of requesting a Cash Advance in Concur. Employees who will be paid via ACH will now be able to submit requests for cash advances, and reconcile those advances, through Concur. Employees who need their advances wired internationally and students will be required to follow a manual process outside of Concur. |
|
|
This guide walks through the process of creating an expense report in Concur. As a best practice, create one monthly report for non-travel purchases and one report per trip for travel-related purchases. Limit the number of transactions on an expense report to 40 and create a second report if needed. |
|
|
GEMS University approvers should familiarize themselves with relevant financial policies, as they are responsible for thoroughly reviewing the elements of expense reports outlined in this article before granting approval. |
|
|
This document outlines the steps to take, in reference to disputed transactions and fraudulent transactions. |
|
|
This document contains information for using your GEMS Card when traveling internationally on behalf of the University. |
|
|
This document contains general information and best practices for reconciliation of GEMS Card expenses. GEMS Card transactions should be reconciled within 30 days to ensure timely allocation to the appropriate account. |
|
|
This document lists the available Procurement Categories for GEMS Expense Types. |
|
|
This guide walks through the process of reconciling a Cash Advance in Concur. Employees who will be paid via ACH will now be able to submit requests for cash advances, and reconcile those advances, through Concur. Employees who need their advances wired internationally and students will be required to follow a manual process outside of Concur. |
|
|
This guide walks through the process of requesting a GEMS Card in Concur. The GEMS Card is designed to provide authorized faculty and staff with a cost-effective and convenient method of buying and paying for small dollar purchases and travel related expenditures. |
|
|
This guide walks through the process of returning unused Cash Advance funds. This process is only for Cash Advance issued via Concur. |
|
|
This guide walks through the process of setting up a variety of preferences in Concur. Any preferences set before the Concur refresh (July 8, 2024) will need to be reset. |
|
Article |
Description |
|
This document outlines how to install ADFDI, which is a feature that allows users to interact with Oracle applications directly from Microsoft Excel. |
|
|
Orbit Report: Unit Financials Sponsored / Non-Sponsored Report, Alternate Fund Hierarchy Sets |
This article allows users to view the Alternate Fund Hierarchy Sets. |
|
Article |
Description |
|
Orbit Reporting and Analytics is the reporting tool used to report back financial data found in Oracle. The Orbit Reporting and Analytics tool has multiple reports to help you define your search based on your reporting needs. This reference guide is intended to guide users who are looking to view or navigate Orbit Reports. |
|
|
The COA Hierarchies report is an Orbit report available for all Oracle users to better identify the necessary Chart of Accounts segments required to perform financial transactions. This document is intended to help users locate and review all currently active values for each Chart of Accounts (COA) segment, including Entity, Organization, Account, Fund, Purpose, Program, Activity, Site, Affiliate, and Future, using the COA Hierarchies Report available in Orbit. |
|
|
This document is intended to help users identify the security role(s) and data access assigned to individuals in Oracle and Orbit, which define the specific system privileges and actions they can perform in Oracle, as well as the dashboards and reports they can access in Orbit and the information they can view within those dashboards and reports. It also includes guidance on reports detailing users assigned to Project Teams supporting both sponsored and non-sponsored projects. |
|
|
This guide is intended to help users understand the information found in the Unit Financial Dashboards. The reports found in this folder are intended to help units review their financials for a given month or year, compared to what is budgeted or forecasted in UCPlan, and will give the details to help investigate any variances. |
|
|
The following guide is intended for employees who are looking to view or complete any of the following actions: |
|
Article |
Description |
|
Completing the Goods and Services – Foreign Suppliers Application |
Non-US-based individuals and entities who will be providing goods and/or services will complete the long-form described in this article in PaymentWorks. This application is subject to change. Depending on your responses, the application may appear slightly different than the guide. Please make sure to complete all required fields. |
|
Completing the Goods and Services – US Suppliers Application |
US-based individuals and entities who will be providing goods and/or services will complete the long-form described in this article in PaymentWorks. This application is subject to change. Depending on your responses, the application may appear slightly different than the guide. Please make sure to complete all required fields. |
|
Completing the Other Payments – Foreign Suppliers Application |
Foreign-based individuals and entities who will be receiving refunds, reimbursements, honorariums, stipends, and other non-purchase order payments will complete the short-form described in this article in PaymentWorks. This application is subject to change. Depending on your responses, the application may appear slightly different than the guide. Please make sure to complete all required fields. |
|
US-based individuals and entities who will be receiving refunds, reimbursements, honorariums, stipends, and other non-purchase order payments will complete the short-form described in this article in PaymentWorks. This application is subject to change. Depending on your responses, the application may appear slightly different than the guide. Please make sure to complete all required fields. |
|
|
This guide is intended to help new suppliers get set up in PaymentWorks, the University of Chicago’s third-party validation tool. Once your information is submitted, it’ll be reviewed and then processed into Oracle, the University’s payment system. |
|
Article |
Description |
|
The following guide is intended for Operating Entity and Organizational Planners who are looking to view or complete any of the following actions: |
|
|
Budgeting and Forecasting Grants and Clinical Research Studies |
The following guide is intended for Operating Entity and Organizational Planners who are looking to view or complete any of the following actions: |
|
This guide is intended for Planning and Budgeting Administrators who need to promote or demote requests, add attachments, review specific requests, and view capital reports. |
|
|
This guide is intended for Planning and Budgeting Administrators who need to create, update, or promote requests; add attachments; create supplemental requests; review approved requests; and view capital reports. |
|
|
Preparing Monthly Forecasts - Individual Positions, Position Pools, and other Pay Pools |
The following guide is intended for Operating Entity and Org Planners who are looking to view or complete any of the following actions: |
|
This guide is intended for Operating Entity and Org Planners who need to view or complete actions related to the Operating Forecast, including accessing and reviewing forecasting reports. |
|
|
The following guide is intended for Operating Entity and Org Planners who are looking to view or complete any of the following actions: |
|
|
Using Smart View for Entity and Organization Operating Planners |
The following guide is intended for Operating Entity and Org Planners who are looking to use Smart View to review planning data, including guidelines for both Windows and MacBook users. |
|
Workforce Planning Fundamentals – Individual Positions, Position Pools, and other Pay Pools |
The following guide is intended for a Planning and Budgeting Administrator who is looking to view or complete any of the following actions: |
|
Article |
Description |
|
The purpose to this document is to ensure that the workflow of approvals remains intact when Oracle Approvers leave their role by providing guidance to Human Resource Partners (HRP) and Supervisors of employees that have approval roles on how to proceed when an employee leaves the University or vacates their approver role. |
|
Article |
Description |
|
This reference guide is intended for Project Managers, the Organization Financial Manager Approval Group, and Procurement Requesters to show how to approve or reject an invoice payment. |
|
|
This guide is intended for the Procurement Requester to cancel a requisition. |
|
|
This guide explains how to create a requisition from either a Punchout Catalog or Local Catalog in Oracle. Items from catalog suppliers typically have pre-negotiated prices and should be used when possible. |
|
|
This guide explains how to create requisitions for non-catalog goods and services and Standing Orders via an Oracle Smartform. Suppliers must already be set up in Oracle before creating a non-catalog requisition. |
|
|
This reference guide is intended to guide Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group on how to complete and submit a Payment Request, including checking to determine if the supplier exists in the system and if not, the additional process to be followed to request that the supplier be added. |
|
|
Create a Requisition Through the Residential Properties Smartform |
This guide walks through the steps to create requisitions related to Residential Properties. The Residential Properties Smartform is only available for specific roles. If you need to use the Smartform and do not have access, have a Role Assignment Owner complete the Oracle/Orbit Access form. Suppliers must already be set up in Oracle before creating a non-catalog requisition. |
|
This guide is intended for the Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group to create an After-the-Fact Requisition. After-the-Fact requisitions are an exception-based purchasing channel intended for emergencies. |
|
|
This reference guide is intended for Supplier Administrator and provides the steps to set up a supplier and merge suppliers in Oracle. |
|
|
Chartwells Dining Services is a Punchout Catalog Supplier that can be accessed through Oracle. This guide explains how to place and edit orders. |
|
|
This reference guide is intended for the Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group to create a split distribution on a requisition in Oracle. |
|
|
This collection of reference guides is intended for Procurement Requesters to take action on a rejected requisition. |
|
|
Modifying a Requisition or Creating a Change Order in Oracle |
This collection of reference guides is intended for the Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group to withdraw and edit the requisition before it is fully approved or submitting a change order after a requisition has been fully approved and a purchase order has been generated and clarifying change order limits. |
|
These documents list the available Procurement Categories for Non-Catalog and Payment Request requisitions. |
|
|
This guide is intended to aid Oracle Procurement Requesters with best practices when purchasing in Oracle. |
|
|
The following guide is intended for individuals who are looking to complete any of the following actions: |
|
|
The following reference guide is intended for units involved with external leases, in which the University of Chicago is the lessee/tenant. While the focus is primarily on leases that meet the ASC842 criteria for long-term space and equipment leases, it will also contain information about short-term leases. |
|
|
This document provides the steps to respond to a request for information. During the approval workflow, any approver can submit a request for information from the submitter. You must respond to this request in Oracle, not through the automated emails sent by the system. |
|
|
This reference guide is intended for Suppliers to understand how to respond to negotiations as a supplier in the supplier portal. If you have difficulty responding to a negotiation in the supplier portal, please reach out to the contract administrator contact who invited you to the negotiation. |
|
|
This document explains how to search for the status of a requisition for the Procurement unit. |
|
|
This document explains how to search for supporting information obtained or created throughout the life cycle of a purchase. |
|
|
This reference guide is intended for Entity Financial Manager Approval Group, Procurement Requester – General, Project Manager, and Organization Financial Manager Approval Group to set default user preferences for Shipping and Delivery to location, Project Account (POETAF), and Chart of Accounts (COA). |
|
|
This document provides a glossary of statuses for Requisitions and Purchase Orders, along with their definitions. |
(1) Operational Finance Leaders are designated as Entity Financial Managers (EFMs) and Organization Financial Managers (OFMs) in Oracle.
(2) Research/Project Finance Leaders are designated as Project Managers, Department Research Administrators, and/or Individual Awards and Discretionary Funds (IADF) Administrators in Oracle.
(3) Users working in central units that provide support to the entire campus community.
(4) Users who support budgeting and forecasting activities.