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Resources for Employees/Line Managers

Quick Reference Guides

General

Time and Time Off

Expense Reports

Expenses Mobile App

 

Other Resources

 

Frequently Asked Questions

Table of Contents

General

Human Capital Management (HCM)

Finance

Grants and Projects

Gifts and Endowments

Students

 

General

Users can access Oracle Cloud by navigating to the SkyVU homepage and selecting the Oracle Cloud icon. Users will then enter their VUnetID and ePassword.

Users will use their VUnetID and ePassword to access Oracle Cloud.

A chart of accounts is a structure used to record the financial impact of transactions. At Vanderbilt, we use this information to communicate how our transactions support our educational and research mission. You can learn more about our Chart of Accounts and how to use on the SkyVU website.

For the best user experience, it is recommended that you use Mozilla Firefox.

Yes. Please ensure your pop-up settings are enabled/allowed for all OracleCloud.com subdomains (.prc, .hcm, .erp, etc.).

The options that populate the navigator, and by extension the homepage springboard itself, are controlled by a user's security roles. If your co-worker holds the role of financial unit manager or HCM specialist, his/her navigator and homepage will feature related options that are not available for a general user.

Your financial unit manager (FUM) is a required approver, and the first approver, for all procurement and expense report transactions for that financial unit and any related projects. As the financially responsible person for a department, the FUM is also a required approver when posting Taleo requisitions for open positions in that department. To find your FUM, click here.

Your business unit's HCM specialist(s) can initiate a wide variety of HR-related transactions, including hiring, ending assignments, adjusting compensation, editing time cards, and prospectively adjusting an employee's assignment labor distribution. To find your HCM specialist, click here.

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Human Capital Management (HCM)

Beginning Jan. 3, users will log into Oracle Cloud to make updates to their personal information (formerly made in C2HR). From the Navigator, users can select "Personal Information" found beneath the heading "About Me." The first panel on the screen will be "My Details," where a user may click "Edit" and begin submitting changes to his/her information. 

NOTE: Any change made to a user's personal information in C2HR after Nov. 30 is ineffective. Changes that must be made to a user's personal information between Dec. 1 and Jan. 3 should be held, when possible, and entered on or after Jan 3. If a user is unsure whether the changes to information can be held until Jan. 3, please contact HR Information Systems.

Beginning Jan. 3, users will log into Oracle Cloud to view payslips for pay periods ending on or after Jan. 1. From the Navigator, users can select "Personal Information" found beneath the heading "About Me." "My Details" will load, and users can select the third tab on the left side (vertical tabs). This tab is labeled "Payroll" and features an icon with a person's silhouette in a circle.

By clicking on this tab, the system will display a table of payslips with details for Period Begin/End/Payment Dates, Pay Amount, and a check icon. Clicking on the check icon will open the respective payslip (PDF format).

NOTE: Viewing paychecks issued prior to Jan. 1 will remain in C2HR where users can continue to log in using their VUnetID and ePassword. This access to C2HR should be used only for viewing historical information, as no changes submitted here have any effect on our new systems.

The 2017 W-2 will be viewable within C2HR in late January 2018. The 2018 W2 will be viewable in Oracle Cloud under Personal Information.

Updates to your Form W-4 Employee's Withholding Allowance Certificate should be made in person with Central HR, located on the 10th Floor of the Baker Building.

Beginning Jan. 3, users will log into Oracle Cloud to make updates to their personal information (formerly made in C2HR). From the Navigator, users can select "Personal Information" found beneath the heading "About Me." The first panel on the screen will be "My Details," where a user may click "Edit" and begin submitting changes to his/her information.

NOTE: Any change made to a user's personal information in C2HR after Nov. 30 is ineffective. Changes that must be made to a user's personal information between Dec. 1 and Jan. 3 should be held, when possible, and entered on or after Jan. 3. If a user is unsure whether the changes to information can be held until Jan. 3, please contact HR.

Vanderbilt faculty, staff, and students must visit Vanderbilt University Human Resources located on the 10th floor of the Baker Building (110 21st Ave. S.). 

Beginning Jan. 3, users will log into Oracle Cloud to make updates to their personal information (formerly made in C2HR). From the Navigator, users can select "Personal Information" found beneath the heading "About Me." The first panel on the screen will be "My Details," where a user may click "Edit" and begin submitting changes to his/her information. 

On Jan. 3, the AlertVU-specific fields will show as blank; however, your contact information originally supplied in C2HR (on or before Nov. 30) will still be used in an emergency to contact you unless or until you make changes in Oracle Cloud.

NOTE: Any change made to a user's personal information in C2HR after Nov. 30 is ineffective. Changes that must be made to a user's personal information between Dec. 1 and Jan. 3 should be held, where possible, and entered on or after Jan. 3. To request a manual change to your AlertVU contact information between Nov. 30 and Jan. 3, contact Public Safety.

Beginning Jan. 3, users will log into Oracle Cloud to view their employment history. From the Navigator, users can select "Personal Information" found beneath the heading "About Me." The fifth tab in the vertical list on the left side of the panel with an icon of a person record is "Employment Details," which a user can click to review a timeline with pertinent employment changes (e.g., assignment or manager changes), time with Vanderbilt University, and other details.

Generally, your employment history will be available in Oracle Cloud. Nevertheless, not all historic information will be available in Oracle Cloud. Beginning Dec. 1, 2017, changes should not be made in C2HR. Users will still have access to C2HR and will be able to review past payslips and employment history.

NOTE: Any change made to a user's personal information in C2HR after Nov. 30 is ineffective. Changes that must be made to a user's personal information between Dec. 1 and Jan. 3 should be held, where possible, and entered on or after Jan. 3. If a user is unsure whether the changes to information can be held until Jan. 3, please contact HR.

Employees who seek to make a change to their direct deposit information, W-4, or marital status or to correct their date of birth and/or SSN must visit HR directly to initiate these changes. 

A new staff (or VTS) hire need only enter his/her details into Taleo. These details, along with position details, are automatically imported into Oracle Cloud's Core HR module as a pending worker. An HCM specialist will review the submitted details to ensure completeness, add compensation details, and submit the transaction for approval. Duplicative data entry is not required.

From the navigator in Oracle Cloud, line managers will be able to review their direct reports under the "My Team" heading, using various links.

HCM specialists can affect changes to a user's assignment details, including reclassifications and new/additional assignments. For additional information, contact your HCM specialist. You can find an HCM specialist for your business unit on SkyVU's Local Resources webpage.

Depending on the type of missed pay, it will either be keyed into Time and Labor (by the employee directly) for the previous pay periods or the HCM specialist will make corrections to the pay type within Oracle Cloud. Generally, the missed pay will be processed on the next scheduled pay period.

Yes. Time-off requests entered by exempt employees (through Time: Manage Absences) will route to the requester's line manager for approval.

Yes. Exempt employees can submit future-dated PTO requests through Time: Manage Absences. The Oracle Cloud system will forecast future accruals and other pending and approved time-off requests to provide an accurate balance for employees to plan their PTO.

If you are currently using a time clock and are paid weekly, there will be a new time-recording device to replace the time clock. In limited circumstances, departments can continue to use paper time cards, but each must be manually keyed into Oracle Cloud by an HCM specialist to be picked up and paid by Payroll.

Biweekly payroll employees will enter their time into Oracle Cloud directly, regardless of whether they previously used a Kronos clock or eTimesheet.

From Oracle Cloud's navigator, select "Time" under "About Me." Users will enter work and PTO hours, along with any other eligible time types as appropriate. At the end of the pay period, users must review and submit the time card to their line manager for approval. Training materials are available online in the Learning Exchange.

If you are paid on the weekly payroll, your first time card submission will need to take place by noon on Jan. 2, reflecting the hours you worked beginning Dec. 25.

If you are paid on the biweekly payroll, you have the same time submission date, covering the time period beginning on Dec. 17. However, we encourage you to submit your time on Dec. 21 before leaving for Winter Break.

Located next to the Kronos clocks are the new SkyClock kiosks that weekly payroll union employees will use after Dec. 24. These employees will be able to use their Vanderbilt ID to record their timestamp for clock-in and clock-out at the beginning and end of their shifts.

Training will be scheduled for union employees to learn how to use the new time device.

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

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

In Oracle Cloud, an employee's line manager (direct supervisor) will receive workflow notifications to approve time cards (non-exempt) and PTO requests (exempt). These notifications will arrive by email and will show in the line manager's Oracle Cloud bell notifications and the BPM worklist.

Vanderbilt will continue to use Benefits Express for our benefits enrollments. Additional information will continue to be found on Vanderbilt Human Resources' Benefits webpage.

Yes. Vanderbilt faculty and staff will continue to manage their enrollment in our 403(b) retirement plan through Fidelity. 

Whether an employee is exempt or non-exempt, users should select "Time" under "About Me" from the Navigator. For non-exempt employees, users will populate their time cards with the appropriate time types, including leaves (PTO, FMLA, etc.). Exempt employees will select "Manage Absences" from the right-hand Tasks menu under the same Time screen. Here, entries are made through a request process. In both instances, the users' submissions will route to their line managers for approval.

As Vanderbilt moves to Oracle Cloud, our PTO request process will drastically change from the month-end PTO function found in Exempt Time Off. In Oracle Cloud, exempt employees will log their PTO use and future requests in real time. Both prospective and retroactive PTO requests are initiated from the Manage Absences menu, found in the Tasks menu within the About Me: Time module. These requests immediately route to the employee's line manager for approval, and the employee's balances are updated, allowing for forecasting future PTO availability within the system.

From the navigator in Oracle Cloud, users can select "Time" under "About Me." From the right-hand Tasks menu, the second icon represents Absence Details, which shows a user's current PTO balances. Users who need assistance can also consult their HCM specialists to understand their current balance, the accrual process, and the process to request PTO and forecast for future leaves.

You will continue to use the same process that has been established within your department or by your manager. The line manager will review any PTO time that is submitted on the time card against these requests to ensure that they had previously approved the PTO prior to it being processed by Payroll.

Enhancements include:

  • Onboarding for candidates
  • The collaborator feature to add individuals to the requisition
  • A streamlined requisition process for line managers/HCM specialists
  • A shortened/streamlined application process for candidates
  • An improved candidate workflow for the Talent Acquisition team
  • The elimination of paper e-PAFs for staff hires

HCM specialists will create new hire requisitions in Taleo, see screened candidates, will confirm offer details and schedule orientation for new hires. Line managers will have access to their requisitions in Taleo, can view their screened candidates and will work closely with the recruiter during the hiring process. The line manager and HCM specialist should collaborate to determine the timing of the tasks to be completed to ensure they are completed in a timely manner and to avoid duplication of work. Ultimately, each area is unique and must determine what works best for them.

Because faculty and student hires are not part of our Taleo job posting and onboarding process, these new hires will be entered directly by the work unit’s HCM specialist in Oracle Cloud Core HR.

Imputed income includes all of the benefits that Vanderbilt pays on the employee’s behalf, which is taxed to the employee directly. An example of imputed income includes employer-paid life insurance.

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Finance

Yes, you can set a delegate through the Tasks menu within the Expenses module. From the expense module, users can select the task icon from the right-hand side of the screen, and choose "Manage Delegates," and then search for the person's name in the system to delegate your expense item and report creation. For additional guidance, search "expense delegate" in Guided Learning.

Yes. Users can populate any valid COA or POET string for each item on the user's expense report. For convenience, each expense item will pre-populate the funding source with a user's default work unit information and this field is user-editable. Workflow for each expense item in an expense report is dependent on the financial unit specified in the COA/POET string.

Just as today, there are audit rules in place that prevent the user from submitting or recording a policy violation. The system will notify the user with messages requesting a correction in order to move forward. There are also audit rules that trigger and notify the back office, but will not prevent the user from submitting a report. These audit rules are typically reported to leadership for further review. It is the responsibility of each user to know the current travel and expense policy to avoid any violations. The current travel and expense policy is available for review every time a user submits an expense report.

One Card transactions will import into Oracle Cloud just as they do today. The transactions will no longer exhibit an orange icon, but will be identified with the last four digits of your One Card and the word (card) under the total. One Card transactions will continue to import into Oracle Cloud with many of the payment details already completed, meaning minimal updates will be required by the user.

If a user notices that he/she submitted an expense report containing errors prior to approval and payment of the report, the user should contact the Financial Unit Manager (FUM) who is assigned to review the report and ask that the FUM reject the report so that the user can make the necessary correction and then resubmit the report.

When a user notices that he/she submitted an expense report containing errors after payment processing has occurred, such as incorrect POET or COA details, the error must be corrected in the source system (i.e., Expenses and Accounts Payable) sources, rather than through journal entries to the general ledger as may have been used in Vanderbilt’s previous accounting system. When changes are made in the subledger, those changes will be automatically reflected in updated accounting in all reports (and in the general ledger itself).

It is imperative to ensure that correct data is entered into the system and that the financial unit manager reviews each transaction carefully. Because such corrections require manual intervention from our Procurement and Payment Services teams, requests for corrections will be evaluated on a case-by-case basis.  

Yes. Users can populate any valid COA or POET string for each item on the user's expense report. For convenience, each expense item will pre-populate the funding source with a user's default work unit information and this field is user-editable. To split charges to multiple COAs and/or POET strings, users must select "itemize" and identify the portion of each expense item and appropriate funding. Workflow approvals will route to the appropriate financial unit manager for each provided COA/POET string.

Faculty, staff, and students who have provided direct deposit information for payroll purposes (as required) will automatically receive expense reimbursements into the same account via direct deposit to the account marked as Primary.  You can indicate which account is Primary for expense reimbursement purposes through the Manage Bank Accounts function in the Expenses module. 

In addition, if you are a non-employee student and need to set up an account for direct deposit of expense reimbursements, the Manage Bank Accounts function allows you to set this online.

The following video demonstrates these features within Oracle Cloud Expense:

 

 

Please note: Any changes to bank accounts for Payroll direct deposit must be updated in person at Central HR, located on the 10th Floor of the Baker Building.

Yes. Users will receive notifications through Oracle Cloud when their expense reports are ready to be reimbursed via direct deposit.

Expense reports at Vanderbilt may contain out-of-pocket expenses, One Card charges or a combination of these, and you will be notified of your reimbursement accordingly. The following table provides an example of these three scenarios and the related notifications you may receive:

 If a $100 expense report contains:  $100 in out-of-pocket expenses

$50 in One Card charges; and

$50 in out-of-pocket expenses

$100 in One Card charges 

The One Card vendor is paid: 

$0 $50 $100
You will be reimbursed:  $100 $50 $0
Your FYI reimbursement notification will indicate: $100 reimbursement $50 reimbursement $0 reimbursement

 

Yes. Users can identify a portion of or an entire expense item as personal when creating their expense report by selecting "Itemize" and populating the appropriate fields. When itemizing, users must account for 100 percent of the expense item in the itemization break-out.

Concur will be available for travel bookings. Faculty and staff are expected to book all travel through Concur Travel to realize the benefits of our World Travel and International SOS systems.

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

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

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

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

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

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

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

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

Our plan is to have a five-day close, which includes reporting entries, so departments will need to make every effort to submit all transactions by the end of the month. We will have a close calendar for month-end and year-end (just like we do today) that will be published on the Finance website.

While creating a transaction, whether an expense report or a procurement requisition, users will be able to intuitively search for financial units by both number and name. Our new chart of accounts aligns the entity, net asset class, financial unit, program, and activity values with what users may find similar to our legacy systems' cost centers. Additional information about our COA and the translation from our prior cost centers is available online, and your local financial unit manager(s) and business unit approval group members can provide additional useful information about the appropriate use of program and activity segments for your department.

The narrative chart of accounts (NCOA) details the appropriate uses for each account entry. Although the system will automatically provide a likely account based on the transaction type when shopping in the catalog or completing an expense item, users should verify that the account matches their intended use of the goods/services based on the descriptions in Vanderbilt's NCOA. The NCOA is available to review online and may be updated from time-to-time as appropriate.

Subledgers collect transaction-level details in Oracle Cloud by relevant area (e.g., Accounts Payable) and populate Vanderbilt's general ledger with the appropriate summary details of subledger activity through configured accounting rules. Users will do all transactional activity in Oracle Cloud's in modules like Procurement and Expenses, which will create transactions in the various subledgers (e.g., Accounts Payable or Payroll). This is a significant change from our legacy systems and support processes, which required transactions to be processed directly in the general ledger.

The primary business function of the transaction review and verification changes drastically from our prior practice as a result of workflow changes. In Oracle Cloud, almost all transactions must be approved by the appropriate financial unit manager prior to posting. This prior approval eliminates the concerns inherent in our legacy systems, where transactions could post without approval. Certain transactions and charges will still require review and scrutiny; such transactions include labor-cost allocations and miscellaneous batches for PPM projects.

Searching for COA (chart of accounts) segment information can be done directly in the fields for the COA segments in Oracle Cloud. By clicking on the magnifying glass, users can search by number. Or they can use the advanced search features to navigate all available segment values, searching by descriptive name text and selecting the appropriate values.

  • Operating Cash Flows: Cash from operations and to be included in operating budget
  • Area Cash: Cash on hand, reserves
  • Capital Bank Cash: Internal debt, to be paid back to the capital bank with interest
  • Other Cash: Cash provided by another source in the university

There are six main tenants:

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

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

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

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

We have identified an issue that intermittently prevents employees from submitting expense reports. Oracle is aware of this issue and is working on implementing a permanent fix. In meantime, please have the user follow the steps below:

  1. Log into Oracle and open the impacted expense report.
  2. Select the “X” at the far right-hand side of an expense line/transaction. This will send the transaction back to the expenses area. Attachments, notes and accounting information will remain intact.
  3. Complete step 2 for all transactions on the report.
  4. Once the report is empty, delete the report.
  5. Return to the expenses area, select the appropriate transactions, and click “Add to Report."
  6. Once the appropriate transactions are back in an expense report, complete the necessary fields and click “Submit."

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Grants and Projects

We are not utilizing budgetary control for capital projects, so no warning should be generated. If a warning appears, it signifies that you are charging to a grant and is advisory only.

Each project has an owning organization (financial unit). The "O" of POET indicates this owning organization and routes the transaction through workflow to the respective financial unit manager for approval. In the case of capital projects, however, workflow will be altered. We will use the 37200-CPC as the "O" in the COA so that Facilities will be responsible for approving capital projects.

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

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

Generally, any employee (including student workers) that work on the Core can have a portion or all of their labor costs (based on actual effort) for an assignment charged to a project (e.g., Cores). To charge labor to a project, an HCM specialist can submit a prospective labor distribution change for an employee's assignment, distributing a portion of the employee's labor costs to the respective POET.

Generally, no. Charges are presented in summary form only and disclose the total amounts by account category related to labor attributed to a project. General user access to project financials is limited to this summary information. In the case of certain system roles, such as business unit data analysts, project cost details are available and may reveal the amounts charged to a core by person, but this does not disclose the entire amount the person earns.

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

By referencing the appropriate POET segments, any user can specify the project as the funding source during the creation of an expense item or when entering the requisition line details.

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Gifts and Endowments

As a project team member on the PPM project, users will be able to view project demographics and summary financial details of PPM projects for any projects to which they have been added as a team member by looking up the project in Project Financial Management. Within the project financial summary, the user will see the current balance of the gift. Additional details, including transactional-level details of project costs, can be obtained through your financial unit manager or your business unit/entity data analyst(s). User visibility into transactions charged to a faculty fund is limited to transactions originating in Oracle Cloud. Historical activity will be available to certain data analysts in Vanderbilt's data warehouse.

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

HCM specialists and certain other system roles will be able to regularly run reports to determine an individual's labor distribution (cost allocation) and to confirm with departmental leaders that this aligns with the individual's efforts.

If you or a coworker begins working on a new or different project or if your current project is coming to an end, you should notify one of your business unit's HCM specialists early and often so that prospective changes to labor distribution can be entered timely.

By referencing the appropriate POET segments, any user can specify the project as the funding source during the creation of an expense item or when entering the requisition line details.

Generally, any employee (including student workers) can have a portion or all of their labor costs for an assignment charged to a project (e.g., gift). To charge labor to a project, an HCM specialist can submit a prospective labor distribution change for an employee's assignment, distributing a portion of the employee's labor costs to the respective POET.

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

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

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

Generally, no. Charges are presented in summary form and only disclose the total amounts by account category related to labor attributed to a project. General user access to project financials is limited to this summary information. In the case of certain system roles, such as business unit data analysts, project cost details are available and may reveal the amounts charged to a gift by person, but this does not disclose the entire amount the person earns. 

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

Oracle Cloud is our main repository of all financial activity for the university and houses our general ledger and a variety of subledgers. Other sub-ledgers are third-party systems. Fundriver and Advance are two such systems, which are managed by Development and Alumni Relations. These systems manage our gifts and endowments and create appropriate accounting entries in the Gifts and Endowment Subledger, which generates summary data for Oracle Cloud's general ledger.

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Students

Generally

All loans, scholarships, awards (including "undergraduate stipends"), and prizes will be processed by the Office of Student Financial Aid and Scholarships (OFSA) using an updated form (which is available from OSFA). These monies will be applied to the student's record in our student systems (YES/Campus Solutions), and any outstanding balances will offset the received amount by the student. When a student account refund is generated, these payments will be made through Accounts Payable by Procurement and Payment Services.

 

Graduate and Professional Students

Graduate and professional students' stipends will continue to be processed through the HR system (now Oracle Cloud HCM), which is consistent with existing practices in our legacy systems.

 

Undergraduate Students

Undergraduate research and other stipends that are not considered employment will be sent through OSFA.

Undergraduate student stipends are managed by the Office of Financial Aid. For more information about initiating a stipend payment to a student, contact the Office of Financial Aid.

NOTE: Undergraduate stipends will be applied to a student's account, and any outstanding balances will offset the amount received by the student.

Graduate or professional student stipends (service-free payments) are applied to graduate or professional students by creating the appropriate HCM record in Oracle Cloud. HCM specialists (and certain line managers) have the appropriate system roles to initiate this transaction in Oracle Cloud HCM.

Additional information on processing new graduate or professional student stipends is available in the Learning Exchange within the HCM specialists' curriculum.

Your business unit's HCM specialist will be able to hire student workers into Oracle Cloud. If your student holds an active position in another work unit, your HCM specialist will need to collaborate with that unit's HCM specialist or Student Employment. Students will enter their time directly into Oracle Cloud, and their respective line managers will approve their time cards.

If a student has multiple assignments, even in different business units, the HCM specialists in both business units and Student Employment will be able to see complete details of the student's employment with the university, including the hours worked under each assignment and in total.

A student will be allowed to submit an expense report directly in Oracle Cloud. If a student does not currently have access to Oracle Cloud by virtue of Student Employment or otherwise, an HCM specialist will be able to search for the student's account within Oracle Cloud for verification and can add the student in a non-worker assignment to facilitate submission of expense reports.

Student expense items are entered in the same manner as any faculty or staff expense item in Oracle Cloud. Students may need assistance in selecting the appropriate COA or POET strings to charge the transaction.

Student workers will enter their time directly into Oracle Cloud's Time and Labor module in the same fashion as any other Vanderbilt staff member assigned to a biweekly payroll. From the Navigator, students will click on "Time" under the heading "About Me" and complete the calendar-based time entries for the periods of time worked at or immediately after the conclusion of the time worked.

Prompt entry of time ensures accuracy and reduces the risk that a student will erroneously under-report time worked. As a student worker, students are restricted in the total amount of hours they are permitted to work. Student employees' line managers, HCM specialists, and Student Employment will be able to monitor students' worked hours to prevent a student from exceeding the maximum permissible working time.

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