Oracle Cloud - He Whatu Pūmanawa

Oracle P-Card Expenses

1. Navigate to Oracle Cloud by going to the Waikato Staff Portal and in Quick Links select He Whatu Pūmanawa

• Remember to use the 'Company Single Sign On'  button (not the  login/password fields)

2. Click "Me"

3. Double-click "Expenses".

4. Select the item from the Available Expense Items

5. Ensure the "Date" matches the receipt Click The "Template" field and select P Card

6. Click the "Type" field and select your spending type. (This could be Accommodation, Meals, Miscellaneous etc)

7. Click the "Amount" field and enter the amount on your receipt.

8. Hover over the "Account" field and check you are using the correct account code.  If it is correct, jump to instruction #17, otherwise If not, click on the "Select Account" icon

9. Click on the "Responsibility Centre" to change it to the correct choice.

10. Click "Search..." if you can't see your Responsibility Centre listed

11. Click "Advanced"

12. Type in the "Description" field your division name

If a search shows NO results, shorten the word you are searching for, and check any advanced settings for broader search criteria. "Contains" will always find more than "Starts With"

13. To expand the search if necessary, click the "Description" field and change the "Description Operator" to "Contains"

14. Click "Search"

15. Select your division, Click "OK"

16. Click "OK" on the "Account Summary" page

17. Drag and Drop your receipt into the "Attachments". Click "Save and Close"

Note that your Receipt must include a GST Number, the product you have purchased, and the price of the product.  
An EFTPOS receipt is not sufficient.

18. To add multiple receipts, see the Expenses Report instructions below.  To submit a  single receipt, tick it, then click on Create Report

19.  Submit your Report to your Manager to Approve.

Oracle - Expenses Report

Adding multiple invoices from one event into one report

1. Navigate to Oracle Cloud by going to the Waikato Staff Portal and in Quick Links select He Whatu Pūmanawa

• Remember to use the 'Company Single Sign On'  button (not the  login/password fields)

2. Click "Me"

3. Double-click "Expenses".

4. Click "Create Report".
Note the two existing reports "September Holiday" (Not submitted) and "Conference" (Pending approval), once saved, your new report will show here.

5. Click the "Purpose" field and provide a name for your Report ie ICONZ Conf.

6. Click "Add Existing" for invoices you have already saved

• PCard transactions will automatically display in  the Available Expense Items list and can be selected
• General expenses that you are recovering from the University will need you to click on Create Item

7. Select the individual expense and click "Apply"

8. Hold your [Shift] key down when selecting multiple expense items.

9. Click "Apply"

10. Click "OK"

11. Click "Save"

When the report is complete, click on Submit to send your report to your manager for approval.

How do I delegate my expenses reporting to someone else?

Note: Expense report delegation is not automatic (I.e Even if you have people reporting to you, they need to nominate you as their delegate if they want you to be able to enter their expenses for them)

To enable someone else to create an expense report on your behalf:

1. Login to Oracle ERP and open Expenses
   >>
2. Click on the Cog icon (top right-hand side of the screen, to the right of the search input) to open the setting menu
   
3. Click the 'Manage Delegates' menu option
4. Click on the + icon.



5. Select the name of the person who will be entering the reports for you
6. Save the changes

Adding Expenses for another person, to submit on their behalf

When the selected delegate logins in they will see the Owner in the Owners list when they elect to add an expense report.  They need to select the person, so that they are logging the expenses and submitting for that person

1. Select the 'Owner'
2. Select 'Create Report'
3. Add Existing Items for Pcard expenses
   OR Create items for General expenses 
   .
4. When you are ready, you will be able to submit the report for approval by the manager  of the person who is the owner that you are submitting on behalf of.

Oracle - Expense Claim Workflow

P-Card and Expense claims should be submitted through the Oracle Cloud environment .

1. Navigate to the Oracle Cloud by going to the Waikato Staff Portal and in Quick Links select He Whatu Pūmanawa

• Remember to use the 'Company Single Sign On'  button (not the  login/password fields)

2. Click "Me"

3. Double-click "Expenses".

4. Click "Create Report"

5. Click the "Purpose" field.  Type an appropriate name for the group of receipts you are about to submit. ie "ICONZ Conference"

6. Click "Create Item" to add your first receipt

7. Click on the "Date" field and enter the date of the event you attended.

8. Click on the "Template" and choose General Expenses. (Do not use this for PCard, wait for the pcard transaction to show)

9. Click on the "Type" field and select the invoice type (ie accommodation or mileage etc)

10. Click the "Amount" field  and enter the dollar value for your expense.

11. When you choose "Type" further fields auto generate for General and Project Expenses (but not for P-Card).  
Click the "Description" field and enter an overview of the invoice (ie three nights accommodation while attending Conference in Tauranga).

12. Click on "Tax Code" if you have a non standard expense or did not receive a GST Receipt.

13. The default choice is "GST"

14. Click the "Merchant Name" field and enter the name of the business entity (obtain this from their receipt).

15. Drag and drop your copy of your receipt into the Attachments field. Click "Save and Close"

16. Click "Create Item" to input your next invoice from this event. When completed, "Save and Close" that invoice too. Do this for all your invoices relating to this event.

17. Check all your invoices are listed, documentation attached, amounts and dates are correct.

18. Select "Submit"

19. Reports are summarised at the top, and individual, unassigned items are listed under "Available Expense Items"
These can be submitted individually or part of a report, and only require the receipt.

Create - Job Requisition

1. Navigate to Oracle Cloud by going to the Waikato Staff Portal and in Quick Links select He Whatu Pūmanawa

• Remember to use the 'Company Single Sign On'  button (not the  login/password fields)

2. Click "My Team"

3. Click on Hiring

.

4. Click on Add.

5. Select the "Use" field

6. Click "Position"

7. Click in the Position field Search for a position title Type "Accom" to find Associate Director of Accommodation

8. Click on the appropriate position title.

9. Click "Continue" in the "How" Window

10. Click "Continue" in the window for "Basic Info" if there is only one opening.

11. Click the "Recruiter" field in the "Hiring Team" window.

12. Click "Tash" or your current HRM Representative

13. Click "Continue" in the window for "Hiring Team"

14. Click the "Recruiting Type" in the window for "Requisition Structure"

15. Click "Professional"

16. Click the "Organization"

17. Click "University of Waikato"

18. Click the "Primary Location"

19. Click "Waikato, New Zealand"

20. Click "Continue" in the window for "Requisition Structure"

21. In "Details", Click "Worker Type"

22. Click "Employee"

23. Click in "Education Level"

24. Click "Bachelors Degree" or the qualification level considered necessary for the position

25. Click "Continue" in the window for "Details"

26. Click "Posting Description for Internal Candidates" in the window for "Posting Description"

27. Click the drop down field in "Posting Description"

28. Click "Continue" in the window for "Posting Description"

29. Click "Continue" in the window for "Offer Info"

30. Add any attachments.  Click "Continue" in the window for "Attachments"

31. If you are using "External Prescreening Questionnaire" Click on the "Add Question" field

32. Select the preconfigured question.  Click on it ie "Do you have a full and current NZ Driver's Licence?"

33. Go to the "Interview Questionnaires" and Click on "Add Questionnaire"

34. Click "Interview Questionnaire"

35. Click "Save and Close" in the Top Right corner of the page.

Recruitment - Viewing a Candidates Application

1. Navigate to Oracle Cloud

2. Click "My Team"

3. Click on "Hiring".

4. Click on Job Requisition, then select the required requisition.

5. Click on the number for "Active Applicants" ie here it is "1"

6. In "Overview", Click "Candidate Name" ie "Marie"

7. In "Overview", Click on "Personal Info"

8. Click "Activity"

9. Click "Progress"

10. Click "Attachments"

11. Click on the "View" field in "Attachments"

12. Preview Document

13. Select "Move"  ie From ‘New, to 'be reviewed’ to  ‘Shortlisted’.

It is important that the Hiring manager moves through the recruitment stages before making an offer.

14. When viewing all applicants, you can "Move" multiple Applicants.

Within the requisition where there is more than one candidate that you want to move to a different step, the manager can select and move at once, rather than going in to each profile,

Recruitment - Moving a candidate through the process

1. Navigate to Oracle Cloud

2. Click on "Hiring"

3. Click "Lecturer (1000046)"

4. Click on the number for "New - To be Reviewed" ie  "1"

5. Click "Candidate Name" ie Marie"

6. Click "Move"

7. Click the Candidates Details field "Phase" and select "New"

8. Select "State" and Click "Shortlisted"

9. Click "Save and Close"

10. View the Candidate Phase and State

11. Searching "State" and "Phase" this example is no longer in the "To Be Reviewed" and is now in the "Shortlisted"