Overview: About the iOU Module of Oracle Financials

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iOU Defined

iOU is a custom reimbursement system developed specifically to meet the needs of Stanford University. There are five key modules in the iOU System: Reimbursements, Advances, Travel Card, Petty Cash, and Other Checks.

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Roles & Responsibilities in iOU

There are three levels of access to the iOU system, referred to as "Login Roles". Login roles determine the activities that a user is able to perform within iOU. The three roles are SU iOU Public, iOU Travel Card and iOU Petty Cash.

"SU iOU Public" Responsibility

Individuals with access to iOU can initiate reimbursement, advance, or other check requests either for themselves or for other individuals. See Getting Access to iOU Module of Oracle Financials System.

"iOU Travel Card" Responsibility

Individuals assigned to validate Travel Card charges and initiate expense reports that include Travel Card charges will receive access to the Travel Card module of iOU after completing the required training. Access to the iOU system with "SU iOU Public" responsibility is a pre-requisite to gaining access to the Travel Card module of iOU. See Getting Access to Travel Card Module of Oracle Financials System.

"iOU Petty Cash" Responsibility

Certified Petty Cash Custodians will receive access to the Petty Cash module of iOU in order to initiate requests to replenish department Petty Cash funds. Access to the iOU system with "SU iOU Public" responsibility is a pre-requisite to gaining access to the Petty Cash module of iOU. See Getting Access to iOU Petty Cash Module of Oracle Financials System.

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Types of Transactions


Reimbursements

Reimbursements are requests to reimburse an employee for out-of-pocket expenses incurred while conducting Stanford University-related business, including business travel. Reference Overview: Getting Reimbursed and Quick Steps: Enter Expense Report / Reimbursement Request in iOU.

Travel Card Charges

Payments made using a Stanford Travel Card (a University-paid MasterCard) are electronically sent to the Travel Card Transaction Queue of the Travel Card module for the person assigned to validate the cardholder's charges. Once validated, travel card charges are selected to automatically populate charge lines in an expense report created in the Reimbursement module of iOU. See Overview: Stanford's Travel Card Program.

Advances

Some expenses qualify for advance payment for expenses incurred before traveling, or before the expense is actually incurred. Examples of expenses qualifying for advance payment might include airline ticket purchases, lodging pre-payments and human subject payments. Reference Overview: Getting Reimbursed and Quick Steps: Enter Reimbursement Request in iOU (including advances).

Other Check Request

Other Check requests are used for payments made directly to human subjects, honoraria payments to speakers, royalties, and payments to suppliers that do not require a purchase order, such as organizations for dues and subscriptions and conference registration. Reference Overview: Check Requests ("Other Checks") and Quick Steps: Initiate Check Request in iOU.

Petty Cash Replenishments

Petty Cash custodians use the Petty Cash Module of iOU to replenish a department’s Petty Cash account. Reference Overview: Administering a Petty Cash Fund and Quick Steps: Replenish Petty Cash.

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Transaction Approval Process

Approvers have two options for approving iOU transactions:

  • Review, edit, return, and approve from within iOU. This option requires getting access to iOU.
  • Review, return, and approve from Oracle Workflow Notifications.

If the originator has sufficient authority to approve a transaction, it will not require additional routing. If the originator does not have sufficient authority, s/he may use the Approver Lookup feature in iOU to retrieve a list of authorized approvers for the PTAEOs and dollar amount used in the transaction. After choosing the appropriate approver(s) from the list, users can elect to send "FYI" notifications, which serve as informational notices and do not require action by the recipient(s). Reimbursement requestors are responsible for ensuring that the approval list for a reimbursement transaction includes at least one appropriate approver other than the individual being reimbursed.

To learn more about the approval process, see Overview: Approving Financial Transactions in Oracle: About Workflow.


Backup Documents

Using a standard fax machine, transaction originators fax in paper backup documents (as required). This converts the backup documents into online images and electronically attaches them to the iOU transaction number. Transactions requiring backup documents will not be routed to an approver until documents have been faxed in and electronically attached.

Approvers can review images and receipts, and return or approve transactions directly from the Oracle SU Workflow Notification screen. To edit transactions in iOU, approvers will need access to iOU.

Once approved, requests are routed to the Travel and Reimbursement department within the Disbursement Office for processing and payment.

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Available Training

The following training is made available by the Controller's Office:

Online Help

Online help information is available from every iOU application screen. While logged into iOU, users can click on the Help icon in the upper right hand corner of the screen to retrieve specific information about the iOU application screen the user is on.

Drop-in practice labs are available every Friday (except holidays) from 9:00 AM until noon, in the IT Servcies Arguello Computer Labs @ 427 Arguello Way. Knowledgeable staff is on hand to answer questions about the Oracle Financial system modules. No registration is required.

Desktop Practice Environment

You can practice using iOU from your desktop by using the practice database. This allows new users to hone their skills without creating or impacting "live" production data. The practice database is a copy of the production database (updated monthly). Email notifications are not sent to approvers, and transactions approved in the practice database will not be posted to the General Ledger.

You will need a SUNet ID and password to log in. Access the Oracle Financials Practice Database.

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Staying Informed

  • To receive email communications regarding changes and updates to iOU reimbursements, advances and other checks, subscribe to reimburse-users@lists. For changes and updates related to the Petty Cash module, subscribe to petty-cash@lists.
  • Check Archived Bulletins to view communications distributed on or after August 1, 2007. Bulletins are organized by activity and date. See Reimbursements and Petty Cash Administration for iOU communications.
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iOU Reporting Tools

ReportMart3 can be used to generate various reports for iOU Reimbursements, Advances, Petty Cash and Other Checks. For report names and descriptions, see Oracle Financials Report Types and Uses, Reimbursements and Buying and Paying (for Other Checks).

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