General Q & A
Oracle Financials Cloud can be accessed from myBoiseState Employee View using single-sign capability.
OFC is the university’s official financial record used to enter, review, and take action on transactions to include purchase requisitions, expense reports, accounting, and required documentation.
POET is the method that transactions are coded in OFC for purchase requisitions and expense reports. All other transaction types will use the full segment string. POET includes the Project, Organization, Expenditure Type, and Task. This can be translated to the project, department, and account segments plus the task number.
You may request production support through the Office of Continuous Improvement Request Center and the request will be assigned to a colleague for resolution.
You can email the Office of Continuous Improvement team with specific feedback and suggestions at email@example.com.
Unlike public cloud data storage offerings, OFC resides within a dedicated private instance in the Oracle Cloud infrastructure. All University OFC data centers must reside (by legal contract) within the boundaries of the continental US. By doing so, Oracle must meet US regulations and data security compliance requirements. This includes banking regulations for data security.
Oracle Cloud infrastructure complies with the Federal NIST 800-53 security controls framework. This framework is considered one of the most rigorous security frameworks in the industry and clearly defines requirements and compliance for data security such as data encryption in transit and at rest, system controls, access controls, etc…
Oracle provides the University with yearly attestations on Service Operations Controls (SOC 1 and 2) completed by independent auditors utilizing Statement of Standards for Attestation Engagement (SSAE)No. 16 auditing standards.
Approval Workflow Q & A
The Transaction Approval Dashboard allows users to identify the status of Expense Reports, Requisitions, and Requisitions awaiting action. Watch this Video on how to use the Transaction Approval Dashboard or refer to the Job Aid.
These are a few of the reasons approval workflow may not be routing as you anticipate:
- A delegation or vacation rule could be causing the routing to be redirected.
- Approval workflow will always route to the traveler’s primary supervisor for Expense Reports and to the requester’s primary supervisor for Requisitions.
- Rules may need to be revised. The Standard Approval Workflow Matrix identifies designated approvers by department. If an approver is incorrect, completed the Approval Workflow Maintenance Request form.
Watch this Video on how to diagnose Approval Workflow routing issues. You may also review the Standard Operating Procedure on the process flow of Approval Workflow.
Expense Report Q & A
An Expense Report (ER) is completed in Oracle Financials Cloud (OFC) after a business trip is completed or purchase is made. They are processed to request reimbursement for all business-related expenses, both travel and non-travel related.
Funding source information will be entered for each expense line item of an ER. A default funding source can be set up for each user that will correspond to the expense type of the line.
You may request Setup & Maintenance of default funding sources in expense reports through the Office of Continuous Improvement Request Center. Include the employee name and valid funding source.
All business expense reimbursements require a complete, clear business purpose substantiated by receipts that show proof of payment, what was purchased, name and location of vendor, and date of purchase.
- Travel Authorization (TA): Attach the approved TA for all travel-related expenses. Any documentation attached to the TA will be available for the links in the PDF.
- Per Diem: Attach the completed per diem calculator to document the expense item.
- P-Card Receipts: Attach any travel-related p-card receipts to the appropriate ER.
- Reimbursable Receipts: Attach all itemized, legible receipts to the appropriate ER.
- Mileage: Provide personal vehicle license number.
Travelers must submit reimbursement requests with required supporting documentation within sixty (60) calendar days of incurring the expense or returning from the trip. Reimbursement requests submitted after sixty (60) calendar days will be taxable to the traveler. Reimbursement requests submitted after one hundred twenty (120) days will be denied. See University Policy #6290 (Accountable Plan).
No. Reimbursement for prepaid expenses will not be made until the trip is completed.
Yes. An employee may delegate entry authority of the ER to another employee by managing delegates in OFC.
Once an ER is completed and submitted, it will be electronically routed through the standard approval workflow which includes the traveler, the traveler’s supervisor, and the fund source manager.
To reimburse non-employees create a payment request as a purchase requisition and attach a completed Non-Employee Travel Reimbursement Form.
Purchase Requisition Q & A
A payment request is a request for payment to a supplier or non-employee that is routed through Accounts
Payable for processing. A standard requisition is a request for goods and/or services from a non-employee individual or entity that cannot be paid for with the P-Card or is greater than $2000.
In Oracle Financial Cloud (OFC), a requisition is the transaction associated with requests to pay a non-employee supplier. Requisitions include payment requests, payments to independent contractors, and standard requisitions.
Funding source information will be entered for each line item of a requisition under the Billing section of the purchase requisition. A primary funding source may be setup for all transactions. You may also setup additional favorite funding sources that will allow you to select from a drop down when coding your transaction.
All requisitions require a complete and clear business purpose, item description, and funding source. Other requirements vary by transaction type.
- Payment Request: Include an invoice.
- Independent Contractor: Include an invoice and the supplier contract.
- Standard Requisition: Include supplier quotes, note to buyer, and specific request.
- Forms: Vary by transaction according to policy requirements. Reach out to Purchasing or Accounts Payable for specific requirements.
There is no need to delegate permission. Any user is able to select the appropriate requester on a requisition in the system.
The status of your requisition can be reviewed in OFC by reviewing the Lifecycle of the transaction. If the requisition is pending approval, you may view the approval workflow by selecting the status.
Requisitions will enter the Standard Approval Workflow upon submission. It will be reviewed by the supervisor of the requester and funding source person. For project-funded transactions, the PI will also review the transactions. For transactions greater than $9,999, there will be additional approval necessary. These are automated in the system.
You have access to most reporting when you gain access to OFC through My Dashboard, Financial Reporting Center, Reports and Analytics, Scheduled Processes, and General Accounting icons.
There are two reports that save search parameters. The Account Analysis Report may be scheduled on an interval with the same search parameters each run. The Budget vs. Actual – expandable by column and row also save the previous search parameters for the report.
If you require access to the salary ledger, make a request through the help desk. This requires supervisor approval.
The Reporting Tools Matrix outlines each of the report’s functionality with starting point. Each of the job aids related to reporting include a purpose statement to identify the uses for the specific report
These transactions may be corrected using the Correcting Entry Matrix.
In Scheduled Processes change Submission Time to Before and Status to Wait and click Search.
Click on the row that has a blank Schedule Time and select Cancel Process.
Travel Authorization Q & A
Login to the Travel Application at https://my.boisestate.edu/#/travel-auth with your Boise State username and password. It is also available from myBoiseState under resources.
A TA is an electronic form that documents the details about proposed travel and estimated costs. Each TA is specific to a planned trip with a defined location, start and end dates, and business purpose. A TA also serves as written permission to travel for the performance of official duties. Note: You can submit TAs only for future travel dates. You cannot submit TAs for travel that has start and end dates in the past.
A TA should be submitted in enough time to be approved before the travel will occur.
- Employee: At least two weeks prior to travel is recommended.
- Student/Group: At least three to four weeks prior to travel is recommended.
- Cash Advance: At least three to four weeks prior to travel is recommended
Funding source information will be entered into the Travel Authorization in order to hold department funds for future travel. All travel will be encumbered to the account segment 539999.
The TA must be approved prior to incurring expenses for the planned travel.
Complete the Request to Cancel Travel Encumbrance form in OrgSync in order to remove encumbrance related to travel.
Edit the Travel Authorization in the application and select Cancel Request at the bottom of the form.
Attach the PDF of the approved TA to all transactions related to trip, including Expense Reports, Payment Requests, and P-Card receipts.
For cancelled travel, the travel authorization should be cancelled to trigger a cancellation of the encumbrance. For encumbrance that was not associated with an Expense Report, the Request to Cancel Travel Encumbrance form should be completed in OrgSync.
To reimburse non-employees create a payment request as a purchase requisition and attach a completed Non-Employee Expense form.