Follow these instructions to review and approve a request to move an org code into a budget unit for which you are the authorized budget officer. An email notification is sent to the budget officer receiving the org code move request to indicate that the request is pending their approval.
Review and Approve Cross Budget Unit Org Code Move Request
Before You Start
- Only authorized budget officers may request org code moves using the Organization Code Hierarchy Tool.
- All cross budget unit org code move requests will show a status of Pending Approval until the budget officer receiving the org code and the University Budget Office (UBO) approve the request.
- Org code moves across budget units are only allowed for inclusion in the Sept. 1 hierarchy for implementation in the new fiscal year (i.e., effective Sept.1).
- Refer to the quarterly deadlines for submitting org code change requests to the University Budget Office (UBO) and for an understanding of when approved org code changes will be implemented in university systems.
- Learn more about using the Organization Code Hierarchy Tool.
- Enter ofweb.stanford.edu in the browser
- Click Login
- As prompted, log in using SUNet ID and password
- Select SU Inquiry Tools and Forms folder from the Oracle Financials Home page Navigator section
- Select Organization Code Hierarchy Tool from the list
When reviewing an org code move request, understand that the move will include any people or PTAs assigned to the org.
- Locate the move request in Requests Requiring My Approval section of the Home page
- Review Target Hierarchy, Creation Date, and Created By
- Click Request ID link
- From the Org Code Change Request Approval screen, Details tab:
- Review Reason for Request
Disregard any org code hierarchy changes not related to the org code move that may be included in the same request (e.g., New Org Code, Modify Org Code Attributes, or Inactive Org Code). As a best practice, budget officers should not comingle cross budget unit requests with requests to make changes within an organization. ii. Scroll down to Move Org Code section
iii. Review Org Code and Parent Org
iv. Review Attachments (if any, that support the move request)
Additional information is available from the Workflow Activity and Request Activity tabs.
- From the Org Code Change Request Approval screen, click the Details tab
- Scroll to the bottom and click Preview in the lower right corner
The hierarchy changes will display in a pop-up window.
- Select Expand Only Changes to highlight orgs within the hierarchy that have changed
Changes are highlighted and marked with an asterisk. Due to Firefox browser limitations, the color highlights are not displayed when using Firefox.
- Click the “X” in the right corner of the pop-up window to close and return to the Organization Code Hierarchy Home
- From the Org Code Change Request Approval screen, click the Details tab
- Enter Approver comments (optional when approving, required when rejecting)
- Click Approve or Reject
- An email notification will be sent to the budget officer who initiated the move request informing them of your approval action.
- Approved request will be routed to the University Budget Office (UBO). UBO approved requests will be included in the Sept. 1 hierarchy for implementation in the new fiscal year (i.e., effective Sept.1).
