The UAB Requisition Input responsibility gives the user the ability to create and view requisitions and payment requests, and to view supplier/vendor information.


  • Payment Request
  • Supplier Inquiry
  • Document Locator
  • Supplier Item Catalog
  • Purchase Order Summary
  • Additional Information:

     

    UAB Policies & Guidelines (Expenditure Guidelines) - Resources for faculty and staff for UAB's institutional policies and procedures applicable to the expenditure of UAB funds.  

     

    Oracle Official Object Code Listing The official UAB object code listing for Oracle General Ledger and Oracle Grants/Projects Accounting. List includes official definitions for the use of each primary object code and the rollup/blocking structure for Oracle object codes.

    Item Categories for Requisitions This file contains the full list of item categories used in Purchase Order Requisitions.

    Ordering Items from Oracle's Item Master This document describes how the item number in Oracle is structured.

    Payment Request Supplier and Object Code Edits This document lists each payment type and the allowable object codes and allowable supplier types for each payment type

    Purchasing Ship To Locations This document lists all valid ship to locations for purchase orders.

    Purchase Order Search This document describes how to look up Purchase Orders.

    Requisition Search This document describes how to lookup Purchase Order Requisitions

    Access

    Users log on to the Oracle Administrative System using a BlazerID and strong password, but what a user is able to access within Oracle is based on their Responsibilities. "Responsibility" is the term used to identify the sets of web pages, menu options, forms, data, and reports that users can use within the system. Some responsibilities are set up automatically for the users based on certain criteria, and other responsibilities must be set up with the Access Control Form (ACF).

    In addition to access responsibilities, employees may be assigned certain “roles” within Oracle so that they may view and/or update data, and receive notifications and reports. Click here for information about the roles assigned in the Oracle Administrative Systems.


    BlazerID and Strong Password

    Anyone needing access to Oracle must have their own BlazerID and a strong password. First the individual must be appointed in Oracle HR via an ACT document as an employee to become eligible for a BlazerID. After the ACT hire document has reached the complete status, an overnight process adds the individual to the UAB Electronic Phonebook, which is used to validate requests for BlazerIDs.

    If the individual does not have a BlazerID, they can easily obtain one by accessing http://www.uab.edu/blazerid. System users are not permitted to share their BlazerIDs with other people, so they must sign up for their own. They will also create a strong password, which consists of a combination of letters and numbers from 8 to 16 characters long. Learn more about a Strong Password by accessing the UAB Electronic Phonebook.

    After entering the BlazerID and Password, users must accept the "Signon Agreement" to gain access to the system. The "Signon Agreement" references the Oracle Access Agreements for Employees.

    Responsibilities

    Users log on to the system using a BlazerID and strong password, but what a user is able to access within Oracle is based on their Responsibilities. "Responsibility" is the term used to identify the sets of web pages, menus, forms, data and reports that users can use within the system. Below is a list of end user responsibilities.

     

    HR ResponsibilitiesFinance Responsibilities
    UAB Self Service Applications, UAB Self Service Views, UAB TEL, UAB Effort Report User, UAB HR Officer, HURS View, UAB Timekeeper, UAB Salary Reclass, UAB ACT Input UAB AP End User, UAB FN Document Entry/Approval, UAB Sunflower Custom Reports, UAB GA End User, UAB GL End User, UAB Budget Model User, UAB Requisition Input

    How does an individual get access responsibilities?

    To be eligible for access to Oracle, an individual must be appointed via an ACT document as a Person Type of Employee. Responsibilities are set up in one of two ways: by default and by an approval process.

    Default responsibilities -- The term "default" responsibilities refers to responsibilities that are set up systematically (automatically) for a user based on certain criteria. After an employee has obtained a Blazer ID, a process is run granting access based on the criteria shown below in the Eligibility column. Below is a table listing the responsibilities set up by default.

     

    Responsibilities Assigned by Default
    Responsibility TitleHR or FNEligibility
    UAB Self Service Applications HR Individuals with Person Type of Employee
    UAB Self Service Views HR Individuals with Person Type of Ex-employee
    UAB Effort Report User HR Any assignment with a Payroll of 12/12 Monthly Faculty, 9/12 Monthly, 9/9/ Monthly, Monthly
    UAB TEL HR Any assignment with a Payroll of Biweekly
    UAB AP End User FN Employees with an Assignment Category of 01 and 03
    UAB FN Document Entry/Approval FN Employees with an Assignment Category of 01 and 03
    UAB Sunflower Custom Reports FN Employees with UAB FN Document Entry/Approval responsibility

    Approved Responsibilities - Responsibilities that are not assigned by default must be requested via the Access Control Form, and the request is routed through workflow for approval. Below is a table listing the end user HR and Finance approved responsibilities.

     

    Responsibilities Assigned after Approval Process
    Responsibility TitleHR or FNEligibility
    UAB HR Officer
    (Example: 706600000 Orthopedic Nursing)
    HR Employees with an Assignment Category of 01, 03, 04-Retiree, 04-Affiliated Zero Pay
    HURS View
    (Example: 3100000000 HURS View)
    HR Employees with an Assignment Category of 01, 03, 04-Retiree, 04-Affiliated Zero Pay
    UAB Salary Reclass
    (Example: 3116500000-Reclass Salaries)
    HR Employees with an Assignment Category of 01, 03, 04-Retiree, 04-Affiliated Zero Pay
    UAB Timekeeper
    (Example: 190702000-Timekeeper)
    HR Employees with an Assignment Category of 01, 03, 04-Retiree, 04-Affiliated Zero Pay
    UAB ACT Input
    (Example: Example: 392200000-ACT Input)
    HR Employees with an Assignment Category of 04 Irregular and a Primary Assignment in org 114402000 Temporary Services
    UAB GA End User FN Employees with an Assignment Category of 01, 03, 04-Retiree, 04-Affiliated Zero Pay
    UAB GL End User FN Employees with an Assignment Category of 01, 03, 04-Retiree, 04-Affiliated Zero Pay
    UAB Budget Model User FN Employees with an Assignment Category of 01, 03, 04-Retiree, 04-Affiliated Zero Pay
    UAB Requisition Input FN Employees with an Assignment Category of 02, 04, 06, 07, 11, 12, 17, 21
    UAB AP End User FN Employees with an Assignment Category of 04-Retiree, 04-Affiliated Zero Pay
    UAB FN Document Entry/Approval FN Employees with an Assignment Category of 04-Retiree, 04-Affiliated Zero Pay

    Does everyone with a specific responsibility see the same data?

    The type of access for a responsibility is "restricted" or "open". If the responsibility has restricted access, the user is limited in what forms and data they can view or update. If the responsibility has open access, all users with the responsibility have access to all forms, data and ad hoc reports associated with that responsibility.

    Responsibilities that are restricted limit access based on one of three criteria: individual, HR org or GL org range.

    Individual - responsibility limits access to the user's (individual's) personal data. Responsibilities that are "restricted by individual" are: UAB Self Service Applications, UAB Self Service Views, UAB TEL, UAB Effort Report User

    HR Org - responsibility limits access to designated HR organization hierarchy. Responsibilities that are "restricted by HR org(s)" are: UAB HR Officer, UAB Timekeeper, UAB Salary Reclass, UAB ACT Input.

    GL Org Range - responsibility limits access to designated GL organization ranges. Responsibilities that are "restricted by GL org range(s)" are: UAB GL End User, UAB Budget Model User.

    Open access means the user has access to all forms, data and ad hoc reports associated with that responsibility. The responsibilities with open access are: UAB AP End User, UAB FN Document Entry/Approval, UAB GA End User, UAB Requisition Input, and UAB Sunflower Custom Reports.

    How or when are responsibilities terminated?

    Responsibilities are end dated (terminated) in one of two ways: (1) systematically or (2) through the approval process.

    1. Responsibilities are end dated systematically when:
      1. an ACT Termination document is Complete, or
      2. an employee's transfer document is Complete, or
      3. an ACT Leavedocument for biweekly-paid employees is Complete.
        1. When an employee's ACT Termination document reaches Complete status, all responsibilities are systematically end dated effective the date of the ACT Termination document. Note: UAB Self Service Views is systematically assigned to an individual when the ACT Termination document reaches Complete status.
        2. When an ACT "transfer" document reaches Complete status, all approved responsibilities are systematically end dated effective the date of the ACT document. The ACT transfer document must have document reasons of Transfer Lateral/Different Department or Transfer with Promotion and a change in org.
        3. When a biweekly-paid employee's ACT Leave document reaches Complete status, all responsibilities except UAB Self Service Applications are systematically end dated effective the date of the ACT Leave document.
          --Default responsibilities are systematically reinstated when employee's status returns to "Active"
          --Approved responsibilities must be requested after employee's status returns to "Active"
    2. The approved responsibilities may be end dated via the Access Control Form, and the request is routed through workflow, with the final approval(s) being made at the appropriate School, Hospital or VP level.

    The Nonrecurring Element and the Recurring Element ACT document reasons are identified as Element Type ACT documents.

    Nonrecurring Element ACT documents are used to compensate employees/trainees for specific duties or activities. For a listing of available pay elements on a Nonrecurring Element ACT document, click here.

    For more details on nonrecurring element payments, refer to the Payroll Services website by clicking on the following link: UAB Financial Affairs - Payroll Services Overview.

    Recurring Element ACT documents are used to cost or distribute Average Flat Rate charges on Post Doc Trainee's (20). For detailed Average Flat Rate charges, click here.

    Step-by-step instructions have been developed to assist ends users with the processing of Element Type ACT documents.

    Instructions can be accessed by clicking on the green links below:

     

    Creating a Nonrecurring Element payment
    Stopping a Nonrecurring Element payment
    Creating a Recurring Element payment/deduction/charge

    Quick Links:

    An Educational Leave of Absence is available to regular staff employees for up to 12 months to pursue education or training that will lead to increased job ability. For eligible assignment categories and eligibility requirements, click here. (You and UAB Section 4.13).

    A formal, written request for educational leave must be submitted to the employee's department head at least one month before the beginning date of the leave. Educational leave is subject to the approval of the hospital administrator or appropriate dean or vice-president. For more details concerning Educational Leaves, click here.

    Information you need to know before creating an Education with pay or without pay document:

    • Begin and end date of the approved Educational Leave of Absence.
    • Amount of Accrued Benefit Time the employee has available:

    Biweekly paid employees - accrual balances can be viewed in the Administrative System using the "View Biweekly Accrual Balances" menu option. For instructions on how to view the View Biweekly Accrual Balances, click here .

    Monthly paid employees - accrual time balances are monitored on the departmental level; monthly paid employee accrual balances are not maintained or monitored in the Administrative System.

    • During an educational leave of absence personal holiday and accrued vacation time must be paid through standard payroll procedures before an employee can be placed in a "non-paid" status.
    • Begin and end date of any portion of the educational leave of absence to be without pay.

    Documentation has been developed to assist end users in processing Educational Leave of Absence documents; you may access the training documentation by clicking on the appropriate link.