How To: Act on Delegated Oracle Transaction Approvals

Who does this?  Someone who has been delegated the responsibility for approving Oracle transactions as a result of a colleague creating a Vacation Rule in Oracle. Reference How To: Create, View, or Maintain Vacation Rules in Oracle.

When?  The intended transaction approver will be away from campus (on vacation, at a conference, on family leave, etc.) and they will not be able to easily approve transactions.

How?  By accessing delegated transactions from the Oracle Financials Worklist. Approvals are performed after confirming that:

  • The expenditure is reasonable, necessary and complies with all University policies;
  • The charges are correct, allowable for the account, allocable, and properly coded;
  • Charges are appropriately documented and are recorded in a consistent manner; and
  • Funds are available in the account being charged.

 

Act on Delegated Oracle Transaction Approvals (3 steps)

step 1

Receive workflow notifications including any message the original approver entered when setting up the vacation rule.

step 2

Log in to Oracle Financials:

  1. Enter https://ofweb.stanford.edu in the browser
  2. Log in using your SUNet ID, password and two-step authentication
  3. On the Oracle Financials landing page, you will find information about:
    • System Status
    • Planned Outages
    • Other messages of interest
  4. Click Login to continue to the Oracle Financials Home Page.
step 3

Review and act on transactions from your Worklist page.

  1. Access your Full Worklist
  2. Select a delegated transaction from the Worklist
  3. Review and approve transactions by following the appropriate procedure for transaction types
    Note:  Clicking Approve or Reject returns the screen to the Notifications Worklist.
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What Happens Next?

  • Transactions route to the next approver (if any).
  • As needed, transactions can be audited considering the following:
    • For iBudgets, iJournals, Expense Requests (Expense Reports, Advance Requests, Non-PO Payments and Petty Cash replenishments), Labor Distribution Adjustment or PCard workflows approved as a Vacation Delegate, the original approver's name will show as the approver. The Action History will show the SUNet ID of the actual approver in the comments field, after any comments they entered themselves.
    • For Requisitions approved as a Vacation Delegate, the approval history will include “Delegated” in the row with the original approver's name and the Notes will include the message they entered when they established the Vacation Rule. The name in the next row is the Vacation Delegate, and their actions will appear in the status column.
  • To view a list of transactions handled on your behalf, reference How To: Use the Oracle Vacation Query.

Questions?

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