Standard Work for Creating Stipends in Oracle
Last updated: 04/14/17
Version: 1.0
Standard Work Outline
SEQ
Picture
Owner: Bert Butler
Revised by: Bert Butler / Mike Danzi
Major Step
1
Open UVA AP Fellows
Stipend Processor in Oracle.
2
Select Distribution Sets.
Performed By: SOM HR Finance Generalist
Trigger: Entering Fellows as Vendors
Details
In the website UVA Integrated
System.
Importance
Time (unit)
Oracle is the system utilized to
enter stipends and submit to
Accounts Payable.
To enter payment distribution.
Page 1 of 6
Click on the flashlight icon.
If you see the correct project and
award, select it.
3
Select appropriate PTAO for
the Funding Department.
Highlight it in the Account slot and
then click the Project Information
tab.
The Task is listed. If the Task is
incorrect, enter a new distribution
set.
Click Name; enter name in
Department Project Task Award
Identify the appropriate account
from which to create the stipend.
Names are in “Department
Project Task Award Org” format
(example: ANES 123456 101
GC12345 40575).
If the Full PTAO is not in the
name, be sure to check it.
Click Description and enter a
description with information from
the Payment Data Form.
Click Number. 1 will appear. Tab to
%. If 100%, enter 100%.
4
Create a new Distribution Set
for the Funding Department
(if needed).
Click in Project Related box. Enter
Project and Task information. In
Award, click on drop-down box and
select correct Award.
Identify the appropriate account
from which to create the stipend.
In Type, enter “Fell, Stipends, NonStudent” as expenditure type.
In Organization, enter the Org or
select from drop-down box.
Hit Okay and Save.
Page 2 of 6
Click Name; enter name in
Department Project Task Award
Click Description and enter a
description with information from
the Payment Data Form.
Under Num: 1; enter %.
5
Enter percentages for PTAO
distribution toward stipend
payment (if needed).
Click in Project Related box. Enter
Project and Task information. In
Award, click on drop-down box and
select correct Award.
In Type, enter “Fell, Stipends, NonStudent” as expenditure type.
Identify the appropriate accounts
from which to create the stipend.
If you get a flag, the PTAO isn’t
linked. Verify everything.
In Organization, enter the Org or
select from drop-down box.
Hit Okay.
Repeat the steps above for
additional PTAO percentages.
Save.
Page 3 of 6
6
Enter Recurring Invoices to
create payment vouchers.
Select Recurring Invoices.
Step required to create payment
vouchers for fellow’s stipend.
Type in name of recipient.
7
Enter Name under supplier.
Verify that supplier number matches
the number you wrote on the
Payment Data Form.
Step required to create payment
vouchers for fellow’s stipend.
Verify that the Site is correct.
Click the drop down box in Name
and select “Fellows Stipend” (should
automatically appear).
8
Input the Calendar box
information.
In Number of Periods box, fill in the
appropriate number of pay periods.
Enter the appropriate months for
payment.
In First box, type/select the first
month for stipend payment.
Page 4 of 6
9
Input Invoice Definition tab
information.
In Number box, enter the invoice
number using the department
abbreviation (i.e. INMD; if already
used, add number, i.e. INMD2).
Step required to create payment
vouchers for fellow’s stipend.
Write the invoice number on the
Payment Data Form in the Dean’s
Ofc. Finance line.
10
Input the Description field.
Type “RIFELLOW LASTNAME,
FIRSTNAME MI”.
Step required to create payment
vouchers for fellow’s stipend.
Click Save.
Name Description Set by selecting
the Name box.
11
Input Line Definition tab
information.
On the drop down tab, find the
correct PTAO you previously named.
(you can utilize search function, i.e.
INMD% and click “Find”).
This is the charge PTAO, verify
appropriate selection.
Click Save.
Page 5 of 6
Fill in the first Amount of Monthly
Payment.
Verify the amount remaining is equal
to the total amount of the fellowship
(if not, there is an error in the
amount).
12
Input Amounts tab
information.
Place a check on the total amount to
confirm (on Payment Data Form).
Step required to create payment
vouchers for fellow’s stipend.
Click Save.
At the bottom of the Amounts tab
page, click in Number of Invoices and
enter the appropriate number of
invoices.
Select Create Recurring Invoices.
A list will be created.
13
Create Recurring Invoices
Click OK to generate payment
voucher.
Step required to create payment
vouchers for fellow’s stipend.
Continue to click OK until all invoices
(based off the number you entered)
have been approved.
Click Save.
Page 6 of 6