Tips to Help You Learn the Systems

Expense Management

Tips and Resources

REMINDER "VACATION RULE":  Approver-level staff, if you will be out of the office for an extended period of time, please remember to transfer approval request to an alternate approver during your absence.

  • Delegate (approver level, all reports for employees under an approver)
    • Transfers approval request to one alternate approver.
    • Original approver can see, approve / reject the transaction. If delegate approves, the system lists the delegate as the approver, not the person who delegated.
    • This is referred to as the "vacation rule," and can be used for extended absences.
  • It may take up to three business days for expense report deposits to appear in an employees’ bank account.
  • For expense reimbursement for conferences, a conference agenda is required and should be uploaded with the expense report.
  • To receive direct deposit for reimbursements, a one-time set-up (entering your bank information) is required.
  • An expense report that is submitted without an assigned approver, must be withdrawn and re-submitted.
    • To find your approver, open the expense report and look for "Status" below the expense report number. Click the link next to Status to view the approval path.
  • A cash advance can be set up without a project string. It will be charged to a clearing account that will reverse when the expense report is created. The project string must be attached to each expense type in the report.
  • Reassign (employee level, one report at a time)
    • Transfers approval request to one alternate approver.
    • Original approver loses the ability to see, approve, or reject the transaction.

Budget Planning and Forecasting

Hyperion Tutorial

Financial Management

Tips and Resources

  • Read this guide on how to inquire on detailed account balances
  • Follow these instructions to find your Finance Approver in the financial management system
  • Search for journal entries you create
  • Print a copy of your journal entry
  • Cash receipt journal templates are on the Controllers website
  • Use the Account Inspector tool to inquire on fund balances that are in net position accounts
  • All expenditures have to occur within the grant period indicated by the sponsor
  • Requests for new sponsored projects must be coordinated with RAPSS
  • Install the integration tool and troubleshoot issues with the journal excel spreadsheet
  • To set-up a cash advance without a project string, the cash advance will be charged to a clearing account that will reverse when the expense report is created. The project string must be attached to each expense type in the report.

Human Resources and Payroll

Tips and Resources

  • All absences should be recorded in Absence Reporting, not on a timesheet
  • All absences should be recorded as soon as they are approved
  • Sick time must be reported within the two-week pay cycle, as it impacts overtime pay
  • To find the time entry preparer and/or approver in your department, contact your unit's HR/Payroll Business Advisory Group member
  • View your pay stub through self-service starting the Wednesday of a pay week

RU Marketplace

Tips and Resources

  • Read this job aid for instructions on how to split a requisition between accounting codes
  • Read this guide on how to determine the payment status of an invoice
  • There is no minimum order in RU Marketplace, but consider the shipping and handling charges placed on low-dollar orders
  • To manage your RU Marketplace profile, go to the home page, drop down next to your name and view My Profile
  • To view what has been paid for a blanket order, select the “Invoice” tab on the purchase order record
  • The check number for a paid invoice can be found in the "Invoice Summary" tab on RU Marketplace
  • If an approver changes the general ledger or project value after a requisition is validated then the purchase order will fail in Oracle. If this happens, the approver must return the requisition to the preparer to make necessary changes and re-submit the requisition.

Reporting and Analytics

Tips and Resources