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Oracle Cloud Updates

Oracle Update 21D completed

The quarterly upgrade to Release 21D was completed the weekend of Nov. 19-20.

Open Office Hours for Release 21D HCM Updates

The Oracle Cloud and HR/Payroll teams are holding open office hours on Thursdays through Dec. 16 from 3-4:30p via Zoom. HCM Specialists and Approvers may drop in at any time during this window to review questions with a member of the team.

In Focus: Prepare for Winter Break

Please review the following important information from the Oracle Cloud, HR/Payroll and Purchasing and Payment Services teams in preparation for the upcoming Winter Break.

Oracle Cloud Workflow

Oracle Cloud continues to be available throughout the holiday break, and transaction workflows will follow the same escalation and expiration timelines.

Users should work with transaction intitiators and/or approvers regarding any transactions that will require submission and approval during the holiday break.

Employee Records and Payroll

HCM Transaction deadline: Wednesday, 12/15

HCM Specialists and BU-E Approvers are reminded that the monthly deadline for HCM transactions is next Wednesday, Dec. 15.

Time card holiday reporting and accelerated deadline

Biweekly staff and student workers should submit all time cards prior to departing for winter break unless they will be working during the break, and managers should take action to review and approve time cards as soon as they are received. The deadline for time card approvals for the Dec. 12-25 period is 10a on Mon, Dec 27.

Reporting Holiday Time

Eligible biweekly staff must record holiday time on their time cards in order to receive pay. Instructions and examples of recording holidays - including holidays worked - is available in the Oracle Cloud My Knowledge app. (Note: Remember to sign in to Oracle via Company Single Sign-On).

Article: Reporting time for University Official Holidays

Prepare for 2021 tax reporting by reviewing personal info in Oracle

As the end of the year approaches, all employees should log into Oracle Cloud and review the following before Jan. 6 to ensure their W-2 will be accurate, including:

Verify name and taxpayer ID number (Social Security/ITIN Number) are entered correctly;
Verify current home address; and
Review preferred W-2 delivery method.

Users can review additional details and instructions provided by the Payroll team via MyVU.

Article: Review personal information in preparation for W-2s

Purchase requisitions icon from Oracle Cloud

Purchasing and Payment Services

The Purchasing and Payment Services office will be closed during the winter break.

Please review your purchasing needs and submit any remaining orders as soon as possible in order to have sufficient time to complete processing and receiving in advance of the winter break.

Non-salary cost transfers due next Wednesday, 12/15

Users should submit any remaining non-salary cost transfers to Payment Services as soon as possible, but no later than Wednesday, Dec. 15 to allow sufficient time to process prior to the university's holiday closing.

Delivery service suspended during holiday break

As a reminder, FedEx, UPS, and local suppliers are advised of Vanderbilt’s holiday closing and will hold pick-up and delivery beginning Friday, Dec. 24 with services resuming Tuesday, Jan. 4.

The following locations are excluded from the suspension of delivery service:

MRB3	465 21st Avenue South Nashville, TN 37232
MRB4	Vanderbilt University SOM 2213 Garland Avenue Nashville, TN 37232
LIGHT HALL	2215 Garland Ave Nashville TN 37232
PRESTON RESEARCH BUILDING	Vanderbilt University SOM 2220 Pierce Ave. Nashville, TN 37232
ROBINSON RESEARCH BUILDING	Vanderbilt University SOM 2200 Pierce Ave, Nashville, TN 37232
MEDICAL CENTER NORTH	Vanderbilt School of Medicine 1161 21st Ave S Nashville, TN 37221
LEARNED LAB	465 21st Avenue South Nashville, TN 37232

If you have additional questions, or believe your location should be on the exception list, please contact purchasingservices@vanderbilt.edu.

Oracle Continuing Education

Thank you for attending this year's continuing education series! Users may access recordings and materials for any missed sessions via Oracle Learning.

We are beginning to plan the 2022 series and will provide additiona information when we return from the holiday break.

CPE for 2021 Financials and Core HR user group sessions
CPE requests were submitted during each session via the polling questions for each session in the 2021 series. The Oracle Cloud team is currently reviewing these requests and will provide certificates to verified attendees prior to the Winter Break.

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