There are many different types of financial transaction systems used by several hundred to several thousand university users. Each system has a unique purpose and access requirements are described in this topic overview. Anyone accessing Stanford financial systems must follow Administrative Guide Policies 3.1.1: Responsibility for University Financial Assets and 1.1.1: University Code of Conduct.

Many of the transaction systems are accessible via the Oracle Financials system. Other financial systems like Tidemark Budgeting and Sunflower Assets integrate with Oracle Financials, Stanford’s core accounting system.

In some cases, authority and access is granted to all Stanford employees with a valid SUNet ID (e.g., Internet Procurement). In other cases, authority is granted to specific individuals by a central administrative business unit (e.g., University Budget Office, Financial Management Services) or authorized school/department resources using Authority Manager. Authority Manager uses privileges to define a specific task or set of tasks that can be granted to an employee. In many cases, prerequisites must be satisfied before access is enabled (e.g., Financial Confidentiality Agreement and required training).

Utilize the information in the following table to learn about each financial system, the financial tasks that each system supports, how privileges are granted and specific requirements prior to receiving access. 

Financial System Financial Task(s) How Privileges are Granted How and When System Access is Enabled
Oracle Commitment Management System (CMS) Forecast and manage available funds by tracking actual expenditures, accounting for anticipated expenditures and running “what if” scenarios. Privileges are granted by authorized school/department resources.

Access is dependent upon completion of required training.

For more information, refer to Commitment Management System.

Oracle iBudgets Create modifications to budget information (i.e., Expense Control). Privileges are granted by the University Budget Office to assigned budget officers.

Access is dependent upon completion of required training.

For more information, refer to iBudgets.

Oracle iJournals
(Public Responsibility)
Initiate expense/income journals or journal transfers.

Privileges are automatically granted to all employees with a valid SUNet ID.

Note: This privilege does not appear in Authority Manager.

Within days of receiving a SUNet ID, new employees will receive access to SU iJournal Public in the Oracle Home Page Navigator.

For more information, refer to iJournals.

Oracle iJournals (Specialist Responsibility) Initiate expense/income journals or journal transfers with special object codes, including feeder journals. Privileges are granted by Systems and Reporting Operations (S&RO).

Upon completion of an approved iJournals Responsibility Request form.

For more information, refer to iJournals.

Oracle Internet Procurement (iProcurement) Initiate purchases of goods and services using Amazon Business, SmartMart or non-catalog purchase requisitions.

Privileges are automatically granted to all employees with a valid SUNet ID.

Note: This privilege does not appear in Authority Manager.

Within days of receiving a SUNet ID, new employees will receive access to SU Internet Procurement in the Oracle Home Page Navigator.

For more information, refer to iProcurement.

Oracle Expense Requests Initiate and manage expense reports/reimbursement requests, advances and non-PO payments. Privileges are granted by authorized school/department resources.

Access is dependent upon completion of required training.

For more information, refer to Expense Requests.

Oracle Expense Requests – Travel Card transactions Validate Stanford Travel Card transactions and account for them in expense reports. Privileges are granted by Travel Card Administration to assigned travel card verifiers.

Access is dependent upon completion of required training.

For more information, refer to Expense Requests.

Oracle Expense Requests – Petty Cash Reconcile Petty Cash accounts and initiate Petty Cash replenishments. Privileges are granted by Petty Cash Administration to assigned petty cash custodians.

Access is dependent upon completion of required training.

For more information, refer to Expense Requests.

Oracle Gift Transmittals Enter, approve and track gifts made to the university. Privileges are granted by authorized school/department resources.

Access is dependent upon completion of required training.

For more information, refer to Gift Transmittals.

Oracle Labor Distribution Initiate salary transfers. Privileges are granted by authorized school/department resources.

Access is dependent upon completion of required training.

For more information, refer to Labor Distribution.

Oracle Labor Schedules Allocate employee labor costs. Privileges are granted by authorized school/department resources.

Access is dependent upon completion of required training.

For more information, refer to Labor Distribution-Labor Schedules.

Oracle PCard Verify and account for Stanford purchasing card transactions. Privileges are granted by authorized school/department resources.

Access is dependent upon completion of required training.

For more information, refer to PCard Module.

Oracle PTA Manager Request, approve and track non-sponsored and miscellaneous accounts receivable accounts (PTAs). Privileges are granted by authorized school/department resources.

Access is dependent upon completion of required training.

For more information, refer to PTA Manager.

Oracle PTA Maintenance Update PTA attributes for existing non-sponsored and miscellaneous accounts receivable accounts (PTAs). Privileges are granted by authorized school/department resources.

Access is dependent upon completion of required training.

For more information, refer to PTA Manager-PTA Maintenance.

PeopleSoft Graduate Financial System (GFS) Manage/award financial aid to graduate students and postdoctoral scholars. Privileges are granted by school-specific grantors. For more information, refer to PeopleSoft Training Requirements.
Sunflower Assets Manage department assets. Privileges are granted by the Property Management Office. For more information, refer to DPA Property Certification Program.
Tidemark Prepare and submit budgets per annual budget cycle. Privileges are granted by department budget officers.

Access is granted within 24 hours of authority grant. 

For more information, refer to Tidemark.

To view who has grantable privileges in your organization, refer to How to: View Authority Assignments in Authority Manager for more information.

Oracle Financials systems are typically used by Stanford regular employees. On occasion, departments may need to request access for others required to perform work at Stanford. In such cases, the process used to authorize access to systems is different.

Oracle Access for Temporary Employees

Temporary employees with a base service level SUNet ID are able to access Oracle Financials systems just as regular employees do. Refer to Financial Systems and Access Requirements and SUNet IDs in Detail on the university IT website for more information.

Oracle Access for Non-Employee Students

If needed, non-employee students may receive access to the basic Oracle Financials system modules open to all employees. These modules include iJournals and Internet Procurement, which includes Amazon Business, SmartMart and Non-Catalog Orders. Special authorization is required, and the request must be submitted by a Stanford employee, not the student themselves.

  • To request basic access to the Oracle Financials system for a non-employee student, please submit a Support Request.
  • Access should be established within 24–48 hours.

To gain access to other Oracle Financials systems, specific authority and training requirements must be satisfied. For more information, refer to Financial Systems and Access Requirements

Oracle Access for Hospital Employees

If needed, Stanford Hospital employees may receive access to the basic Oracle Financials system modules open to all university employees. These modules include iJournals and Internet Procurement, which includes Amazon Business, SmartMart and Non-Catalog Orders. 

Oracle access for hospital employees must be requested by the related School of Medicine department's Director of Finance and Administration (DFA).

  • To request basic access to the Oracle Financials system for a hospital employee, please submit a Support Request.
  • Access should be established within 24–48 hours. 

To gain access to other Oracle Financials systems, specific authority and training requirements must be satisfied. For more information, refer to Financial Systems and Access Requirements.

Most transactions generated in the Oracle Financial System must be approved by a person or persons with the appropriate financial authority before they are considered complete. 

For more information, refer to Authority to Approve Financial Transactions and Workflow Variations by Oracle Transaction Type.

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