The UAB HR Officer responsibility gives end users the ability to view and update personnel data, view and update timesheets hours and cost distributions, view and retroactively redistribute previously posted salary/benefit dollars, view faculty data, and run ad hoc reports.

The UAB HR Officer responsibility will appear on the end users Personal Home Page as a nine-digit org number plus the organization name. 

When the UAB HR Officer responsibility is selected, the menu options will display.

Written instructions for each menu option and additional resources are available for viewing or printing by clicking on the green menu option below.

The UAB Self Service Applications responsibility gives active employees, trainees and volunteers the ability to view and update his/her own personal information, such as name and home address, direct deposit banking instructions, and view his/her own pay slips (deposit notice). It also gives individuals with active assignments, the ability to view their assignment and salary history, access their annual W2 information, generate an employment verification form, and certify their educational assistance benefit.

Instructional documentation is available and can be accessed by clicking on the link provided for each task or menu option.

The employment verification form allows employees to obtain a printable verification of current employment information with or without salary details and earnings history. It may be printed and delivered to the party requesting the information. Each form has a unique identification number that enables the Payroll Services/UAB HRM Records area(s) to verify and/or validate the data.

• Employment Verification (Including Earnings)
• Employment Verification (Excluding Earnings)

The UAB GL End User responsibility gives the user the ability to view GL account string dollar balances and dollar transactions based upon his/her security rules, view all GL attributes (non-dollar data) for any and all account string, without regard to his/her security rules, and run certain predefined GL ad hoc reports on line.

Please visit Financial Affairs for more information.

The UAB GA End User responsibility gives the user the ability to view project, task and award dollar balances and dollar transactions, view GA attributes (non-dollar data), and run certain predefined GA ad hoc reports on line.

Please visit Financial Affairs for more information.

The UAB FN Document Entry/Approval responsibility gives the user the ability to create the three finance online document types: Purchase Order Requisitions, Payment Requests and GL Journal Entries. Users may also view previously entered Purchase Order Requisitions, Purchase Orders, supplier/vendor information, and all GL Journal Entries.

•   Menu Options:
  • WAM
  • Document Locator
  • Personal Worklist
  • Payment Request
  • OLD UAB Payment Request Inquiry
  • General Ledger : Journals
    • Enter
  • Purchasing
    • Supplier Item Catalog
    • Suppliers Inquiry
  • Purchasing : Requisitions
    • Requisition Summary
    • Requisitions
  • Purchasing : Purchase Orders
    • Purchase Order Summary
    • Electronic Distribution
    • UAB Report Viewer
    • Journal Entries Barcode
    • POUAB New Supplier Barcode
    • POUAB Purchase Order Barcode

   

  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

  Changing GL JE Accounting Periods Detailed instructions for changing the accounting period on unposted GL Manual Journal Entries.

  Deleting GL Journal Entries Detailed instructions on how to delete one of your unposted GL Manual Journal Entries.

  Approving Financial Documents This file describes the process of approving documents using the Personal Worklist.

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

• Menu Options:
  • Personal Worklist

   

  • Requisitions
    • Requisition Summary
    • Requisitions

   

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.

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.

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.

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.