Navigate to Concur Travel & Expense and/or follow the navigation path provided to perform the actions listed below:
| Module/Function | Action | Department Role(s) Required | Navigation Path | Reference Material |
| Expense | Approve Expenses
| FinUnit Approver Department Head Special Entertainment Approver | Navigate to Approvals > Approvals Home > Select Expense Reports > Click on appropriate Expense Report for review and approval or Navigate to Approvals > Reports > Click on appropriate Expense Report for review and approval | How to Perform Tasks as an Approver |
| Expense | View Expenses
| User/Delegate | Navigate to Expense > Manage Expenses > Check status of Active Reports > Click on an Expense Report to view Approval Flow or Audit Trail for more information (Delegates must first act on behalf of the user) | How to Check the Status of Concur Document |
| Request | Approve Requests
| FinUnit Approver | Navigate to Approvals > Approvals Home > Toggle to Requests tab > Select appropriate Request for more information
or Navigate to Approvals > Click on Requests > Select appropriate Request for more information | How to Check the Status of Concur Document |
| Request | View Requests
| User/Delegate | Navigate to Requests > Manage Requests > Search or select appropriate Request for more information (Delegates must first act on behalf of the user) | How to Check the Status of Concur Document |
| Travel | View Travel Bookings | Traveler/Travel Assistant/Arranger | Navigate to Travel > Click on the Upcoming Trips tab or Trip Library | How to Book Travel in Concur |
Navigate to OFC and/or follow the navigation path to perform the actions listed below:
| Module/Function | Action | Department Role(s) Required | Navigation Path | Reference Material |
| Accounts Payable | Approve Accounts Payable Invoices | FinUnit Approver | Navigate to Tools > Worklist > Search using Invoice # for POs or RITM # for Payment Requests | |
| Accounts Payable | View Accounts Payable Invoices | No Roles Required |
Navigate to Procure to Pay tab > Accounts Payable Invoices > Click the magnifying glass > Enter the Invoice Number or Supplier Name/Number > Click an Invoice Number for more information Note: Validation Status indicates whether the Invoice has valid COA/POETAF information and has passed tax review if applicable. Approval Status indicates whether the Invoice is pending approval or has been approved by the Financial Unit Approver(s). | How to look up Invoice Status - Overview of how to look up all invoices (PO & Non-PO) in Oracle |
| Accounts Receivable | Approve Customer Invoice Adjustments or Refunds | UCSD AR Adjustment JR |
Navigate to Billing and Receivables > Billing > Search for desired Transaction > Click on Actions > Manage Adjustments Note: If the AR office requested more information, you'll find the request in the Research infotile under the Billing work area | |
| Accounts Receivable | View Customer Information | UCSD AR Inquiry and Reporting JR UCSD BI Consumer JR | Navigate to Tools > Financial Reporting Center > Select All and search for any of the following reports: Customer General Information, Customer Contact Information, Customer Address Information | |
| Accounts Receivable | View Revenue for Invoices Created in the AR Module | UCSD AR Inquiry and Reporting JR UCSD BI Consumer JR | Navigate to the Billing and Receivables work area > Select Billing > click on the magnifying glass or from Tasks Menu > select Manage Transactions > search for the Transaction > Click on the Transaction Number to open the Invoice, and click on Actions > Review Distributions | |
| General Ledger | Create a Journal Entry | UCSD Journal Entry Jr | Navigate to General Accounting> Journals > Manage Approvals > Select Requiring My Approval tab or Pending Approval from Others tab | |
| General Ledger | Query General Ledger Reports | UCSD GL Inquiry and Reporting UCSD BI Consumer JR | Navigate to Tools > Scheduled Process > Search General Ledger > Enter Search Parameters-i.e., Chart String fields
Above pathway not current, reports in BAH General Ledger Panorama: General Ledger Transaction Details Project Panorama: GL Project Balances |
Trial Balance- Summary of Account Balance |
| General Ledger | View MCI Errors | Unprocessed Transactions Report | ||
| General Ledger | View Recharge MCI File Submissions |
PPM Manage Project Costs General Ledger-See above for GL transactions |
Project Balances with Expenditure Details Dashboard in Business Analytics Hub (BAH) Current: Expenditure Details report on Project Balances with Expenditure Details dashboard. (in BAH) Future: Transaction Details report | |
| PPM All Projects | View PI Portfolio Balance | UCSD Project Inquiry and Reporting JR |
Oracle: Provides Cumulative Costs Navigate to Projects and Awards > Project Financial Management > search by Project Number > click on Project > choose Manage Financial Project Plan To view balances, go to bah.ucsd.edu > launch Faculty and Researcher Dashboard on Business Analytics Hub (BAH) | Faculty and Researcher Dashboard on Business Analytics Hub (BAH) |
| PPM All Projects | View Project Costs | UCSD Grants Inquiry and Reporting JR |
Projects and Awards > Costs > go to Task > under Review and Adjust > Manage Project Costs: view details of the Actual Costs on Projects and Awards or view all Committed Costs | How to view award budget, costs and balances within Oracle PPM |
| PPM All Projects | View Tasks |
Oracle: Provides Cumulative Costs Navigate to Projects and Awards > Project Financial Management > search by Project Number > click on Project > choose Management Financial Project Financial Plan To view balances, go to bah.ucsd.edu > launch Project Information Lookup Panorama. It will provide the option to view tasks |
Project Information Lookup Panorama in Business Analytics Hub | |
| PPM Awards | View Award Setup | UCSD Grants Inquiry and Reporting JR | Navigate to Awards > search for the UCSD Award Number | |
| PPM Awards | View Financial Plan (Budget) Approvals | Navigate to Awards > search on Award Number > Financial tab | ||
| PPM Awards | View Fund/Function | Go to bah.ucsd.edu > launch Project Information Lookup Panorama. It will provide the option to view tasks | Project Information Lookup Panorama in Business Analytics Hub | |
| PPM Awards | View Funding Source Number | UCSD Grants Inquiry and Reporting JR | Navigate to Projects and Awards > Awards. Search by award> click on award> Click on Financial Tab | Project Information Lookup Panorama in Business Analytics Hub |
| PPM Awards | View PPM Sponsored Invoices |
Navigate to Projects and Awards > Contract Invoices > Search by Contract/Award number To view Payment Status go to bah.ucsd.edu > launch Sponsored AR Aging report. To view Billing Summary report go to bah.ucsd.edu > launch SPF Accountant Panorama or To view customer facing invoices go to SPARCM > Enter the project number and Search. Click on the invoice. To view the payment status in OFC, Navigate to Billing and Receivables > Billing > Search for desired Transaction (suggest searching with PA Invoices and using the award number in the Reference field). Click on the transaction number. Click on the status to see if paid.; New dashboard coming: Contract Management Dashboard |
Billing Status report on SPF Accountant Panorama or | |
| PPM Awards | View Sponsored Financial Reports and FERS | SPARCM and Award Document Lookup Tool | ||
| PPM Awards | View the Balance of Award/Project |
To view Balance of Award/Project go to bah.ucsd.edu > launch Project Balances with Expenditure Details Dashboard (PBED) |
How to view award budget, costs and balances within Oracle PPM What PPM reports support faculty portfolios? Visit Blink to learn about financial data locations, access, analysis and reporting.
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| PPM General Projects | View Contract to Create Invoice |
UCSD Project Inquiry and Reporting JR UCSD Budget and Contract Manager JR | Navigate to Projects and Awards > Contracts> search by contract number/ Project Number | |
| PPM General Projects | Recharge Contracts for external billing |
UCSD Project Inquiry and Reporting JR UCSD Budget and Contract Manager JR | Navigate to Projects and Awards > Contracts > enter Contract Number | |
| PPM General Projects | View Contract Status | UCSD Budget and Contract Manager JR | Navigate to Projects and Awards or Billing and Receivables> Contracts > search for Contract Number > look at Status | |
| PPM General Projects | View Invoice Approval | Navigate to Projects and Awards or Billing and Receivables> Contract Invoices > Task > Manage Invoices > search for Contract Number > look at Invoice Status | ||
| PPM General Projects | View my fund/function/location/program | UCSD PPM Inquiry & Reporting Jr | Go to bah.ucsd.edu > launch Project Information Lookup Panoramaa. It will provide the option to view tasks | Project Information Lookup Panorama in Business Analytics |
| PPM General Projects | View PPM General Project Tasks | Navigate to Projects and Awards > Project Financial Management > search by Project Number > click on Project > choose Management Project Financial Plan | ||
| PPM General Projects | View PPM General Projects Invoices (View PPM Non Sponsored Invoices) | UCSD PPM Budget and Contract Manager JR UCSD AR Inquiry and Reporting JR |
General Project Invoices: Navigate to Projects and Awards > Contract Invoices > Task > Manage Invoices > search for Contract Number or in Billing and Receivables > Accounts Receivable > Search AR via Transaction Number or Customer Account Number Navigate to Projects and Awards or Billing and Receivables > select Contracts > search by Contract Number > click on the Contract Number to view Contract Details > go to the Financial Summary tab to find total invoiced and revenue recorded | |
| PPM General Projects | View Revenue for Contract Billing in PPM | UCSD PPM Budget and Contract Manager JR UCSD AR Inquiry and Reporting JR |
Navigate to Projects and Awards or Billing and Receivables > select Contracts > search by Contract Number > click on the Contract Number to view Contract Details > go to the Financial Summary tab to find total invoiced and revenue recorded | |
| PPM Sponsored or Capital | View Project Transaction Controls |
UCSD Grants Inquiry and Reporting JR UCSD PPM Inquiry & Reporting JR |
Currently most users cannot see this, new report in the works. Projects and Awards > Project Financial Management > Search by the Project Number > Click the Project Number > Select Manage Financial Project Settings > Go to the Financial Tab > In the Transaction Controls section, click View - will list of Expenditure Types that are non chargeable to the Project. | How to View Sponsored Project Transaction Controls in OFC PPM |
| Procurement | Approve Purchase Requisitions | FinUnit Approver | If the current step begins with the Financial Unit Number, the Approver can navigate to Tools > Worklist | |
| Procurement | View Purchase Orders | No Roles Required | Navigate to Purchase Requisitions > Manage Requisitions > Remove name from the Entered By field > In Order enter the Purchase Order Number > Click the magnifying glass > In the dialog box click Search > Note the Supplier Name > Close the dialog box > Enter the Supplier Name > Click Search | |
| Procurement | View Purchase Requisitions | PO Requisitioner |
Navigate to Purchase Requisitions > Manage Requisitions > Remove name from the Entered By field > Enter the Requisition Number > Click Search > Click Pending Approval, if it appears The current step is the last blue box without a check mark | How to Check Requisition Status |
| Tools | Query Campus User Roles | No Roles Required |
Navigate to Tools > Reports and Analytics > Click on the Hierarchical Selector (>>) next to All Folders |
How to Look up User Roles in Oracle Campus User Roles report on BAH, users do not need to be following the currently listed pathway. The report has a search feature to look up by name, not only by email. |
Navigate to Budget & Finance and follow the navigation path provided below:
| Module/Function | Action | Department Role(s) Required | Navigation Path | Reference Material |
| Access | Approve Oracle and Concur Role Requests | Department Role Approver Group | Navigate to support.ucsd.edu/finance > MyStuff > Approvals Ability to Approve or Reject role requests | |
| Invoices & Payables | View Payment Request Submittal | No Roles Required | Navigate to support.ucsd.edu/finance > MyStuff > Tickets > RITM Number |
If you still have questions or need additional assistance, please submit a ticket for Budget & Finance Support