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Resources for Financial Unit Managers

Quick Reference Guides

 

Other Resources

Cash Templates

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

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

 

A/R Templates

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

 

A/R Resources

 

Reporting Resources

 

Other

 

Frequently Asked Questions

Table of Contents

General

Finance

Procurement

Human Capital Management (HCM)

Gifts and Endowments

Grants and Projects

 

General

Yes. Financial unit managers are able to delegate their approvals in workflow from the BPM worklist to another financial unit manager or upwards to their approval group. Members of the approval group need not delegate their approvals to another person, as the other members of the approval group may continue to claim and approve/reject transactions in their absence.

Steps:

  1. Click the Notifications bell.
  2. Select the More Details drop-down list.
  3. Select the module for which you would like to delegate your approvals.  
  4. Once on the BPM Worklist for your selected module, click your Name in the top right corner.
  5. Then select Preferences from the drop-down menu.
  6. You will then view the Vacation Period screen - click the check box for Enable vacation period.
  7. Enter the Start and End Dates for your vacation period rule.  Note that only new items as of the date and time you specify will be reassigned - items that are already in your Worklist prior to setting your vacation period will not be re-routed.
  8. Select the name of the User to whom your approvals should be Delegated.  You should use the Delegate to option, as this will provide the delegate with the ability to complete the task on your behalf.  You should not use the Reassign option under Vanderbilt's configuration.
  9. Click Save.

Important Note:

Intercompany Transactions

Financial Unit Managers (FUMs) cannot delegate the approval of intercompany transactions.  Intercompany transactions do not have an escalation period and will remain in your worklist until the FUM returns.

Approvers will receive notification by email and within Oracle Cloud itself. Prior notifications will be available in an approver's bell notifications and within Oracle Cloud's BPM worklist. By searching the transaction within Oracle Cloud's BPM worklist, the approver can review its current workflow assignment status, and if still currently assigned to the approver, take action (approve or reject). If the transaction has escalated from the approver to the approver's HR line manager due to inactivity exceeding five (5) days (excluding weekends), whoever is currently assigned will be able to view the transaction's history.

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Finance

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

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

Internal billing information can be obtained from your local business officer or 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, through configured accounting rules, populate Vanderbilt's general ledger with the appropriate summary details of subledger activity. 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.

Financial unit managers should be timely reviewing and approving their transactions all month long. During month-end, it would benefit their area if they watch items pending approval and help escalate them to ensure that they are processed/posted by month-end. FUMs also may need to help prepare accruals/deferrals or other necessary general ledger entries at the discretion of their business officers.

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

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

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

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

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

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

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

Consider the following when writing a narrative:

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

There are six main tenants:

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

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

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

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

The most commonly encountered abbreviations are as follows:

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

To record the transaction on Vanderbilt's books, fill out the Cash Management External Transactions spreadsheet and send it to Treasury at treasuryoracle@vanderbilt.edu for upload into Oracle. Treasury will send confirmation back to the department once the spreadsheet has been uploaded.

If the funds received are from credit card sales, no deposit is needed, but the transactions must still be recorded on Vanderbilt's books by filling out the Cash Management External Transactions spreadsheet as noted above.

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

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

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

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

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

The process for requesting an electronic payment depends on the nature of the payment.

Electronic Payments related to Purchase Requisitions (including Non–PO Payment Requests)

Bank Information for Suppliers

If a supplier is to be paid electronically, the bank information must be included to the individual’s or organization’s profile. Procurement Requesters may request new suppliers through the Suppliers module in Oracle Cloud.  Requests to add or change supplier contact, address or bank information can be submitted to the Supplier Maintenance Team at supplierrecords@vanderbilt.edu.

Payments to Suppliers

Payments to suppliers are initiated by Payment Services based on the related Purchase Order (PO) or Non-PO Payment Request.  PO payments will be issued based on the payment terms stipulated in the PO, while non-PO payments are issued immediately upon receiving approval to pay from the department.

 

Other Electronic Payment Requests (including wires)

To request an electronic payment for other types of transactions, contact Treasury at treasury@vanderbilt.edu. In order to initiate the electronic payment, proper approval, such as a memo, from the appropriate vice chancellor and complete instructions on where the payment is to be sent are needed. The department requesting the payment is then responsible for recording that transaction appropriately by filling out and submitting the Cash Management External Transaction spreadsheet.

It depends. For users who have been granted data access to run reports, a report that produces $0.00 results incorrectly may signify that a user has not previously set his/her Report Currency default to the Ledger Currency. To set report currency to Ledger Currency, go to the Reports and Analytics Catalog View and click on your name in the top right. Select “My Account.” A pop-up window for "My Account" will display a variety of settings, including "Currency." Select “Ledger Currency” from the drop down, and then click “OK.”
For general AR, deposits need to be sent to Finance in the Baker Building, Suite 900.
For grants, customer payments (with supporting details) need to be transmitted directly to OCGA for deposit. End users should not deposit these transactions directly.
For Cores, customer payments (with supporting details) need to be transmitted directly to OCGA for deposit. End users should not deposit these transactions directly.
First, payment recipients should check with their unit's chief business officer. Business officers and their designees have received new deposit slips and cash deposit instructions for use in Oracle Cloud.
The system is not changing, but the accounting is a little different. The receivables will be held at the entity level's balance sheet instead of centrally. The revenue related to the receivables will be posted to the balance sheet as deferred revenue until recognizable instead of recognizing revenue cash-basis and pulling it back like we do today.

We will utilize the finance module in Anchor Link to show student organization fund balances and transaction history. In Anchor Link, organization leaders can grant access to view finances at-will, and will no longer need to request access to the system separately. Utilizing Anchor Link will also allow us to update your transaction list and fund balance on a more regular basis. Student center numbers will be replaced by student organization task numbers (in Anchor Link, your task number is the External Account ID). For details, visit https://www.vanderbilt.edu/studentorgs/finances/student-organization-task-numbers.

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Procurement

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

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

The key to viewing the attachments is the “view requisition details” button, which will appear when viewing a requisition from your BPM worklist. An easy way to access this is by clicking the Bell > More Details > Procurement. Once you click the correct requisition from the pop-up screen, a new pop-up will appear. Scroll down on this screen until you see the “view requisition details” button, which is located on the left-hand side. The final screen will show the attachments.

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Human Capital Management (HCM)

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

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

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Gifts and Endowments

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

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

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

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

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

Generally, no. Charges are presented in summary form only disclosing 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 it does not disclose the entire amount the person earns. 

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

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

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

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

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

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

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

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

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Grants and Projects

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

If a user previously did journal entries to projects to correct incorrect entries, such changes must be made in the appropriate subledger so that accounting rules account for the financial activity throughout the system. When non-transaction activity costs need to be applied to a PPM project, a member of your business unit/entity approval group must coordinate with Facilities to create a Miscellaneous Batch via spreadsheet upload. Intercompany billing will occur in the same fashion, with the provider organization performing the spreadsheet upload of the Miscellaneous Batch.

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.

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

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

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

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

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

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

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

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

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

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

Each Core is assigned a single project in Oracle Cloud's Project Portfolio Management (PPM) module. Each service line within a Core is represented as a task within the project, allowing for appropriate differentiation of financial activity.

Cores utilizes the C.O.R.E.S or iLab systems for reservations and billing. Each month, OCGA receives data files of all of the activity processed through C.O.R.E.S and iLab (including charges/refunds to both internal and external customers) and loads to Oracle during the month-end close process. The same business process is used in Oracle that was previously used in M&D.

C.O.R.E.S and iLab are the billing and reservation systems that Cores utilize to manage their core operations and billing. Oracle Cloud is Vanderbilt's general ledger system that replaced M&D. Activity in C.O.R.E.S and iLab systems are reconciled monthly to Oracle by OCGA.

C.O.R.E.S and iLab automatically send out invoices to the external users (unless you specify otherwise). However, it is the Core's responsibility to follow up on any outstanding invoices.

Consistent with our historical processes, any payments from Core customers should be sent to OCGA for processing.

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

When non-transaction activity costs need to be applied to a PPM project, a member of your business unit/entity approval group must contact OCGA to create a Miscellaneous Batch via spreadsheet upload. Intercompany billing will occur in the same fashion, where OCGA will process any Cores intercompany transfers.

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

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

VUMC will use the CoA string and an abbreviated POET string as your external PO number. The external PO number for POET is the project number and project task with a period in between the segments, excluding any underscore for converted projects (xxxxxxxx.xxx). Center numbers previously set up in M&D will automatically be converted to the appropriate CoA or POET string in the C.O.R.E.S and iLab systems.

To establish a new external PO number from VUMC, submit a request as follows: 

  • Request a VU Cost Center Update in iLab (https://www.vumc.org/oor/vu-cost-center-change-ilab-request)
  • Request a VU Cost Center Update in VUMC C.O.R.E.S. (https://www.vumc.org/oor/vu-cost-center-change-vumc-cores-request)

VUMC will notify you when the new external PO number has been established for use as your billing number in the VUMC Core.

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

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

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

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

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

Each service line in the Core is represented by a distinct task. Charges for these different service lines reference these tasks using the "T" in POET.

No. Program and Activity values are available to further distinguish financial transactions for COA activity attributable to a financial unit. Cores, a project type within Project Portfolio Management (PPM), are each assigned a unique project number and transactions must specify this project number and a task. For the owning organization (financial unit), these fields provide the meaningful distinguishing characteristics in lieu of Program and Activity. Tasks in cores projects are used to represent each different service line of the Core.

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