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The URL to Oracle is www.memphis.edu/oracle and is also accessible via the . Oracle Fusion Expense can be used on your mobile device using web access or by downloading the Oracle Fusion Expense app available from App Store or Google Play. The recommended internet browsers for Oracle are Google Chrome, Microsoft Edge, Mozilla Firefox and Apple Safari.

Expense owners will enjoy the same user experience across all devices – desktops, laptops, tablets and smartphones. The business rules engine in the application will assist travelers in complying with State of Tennessee and UofM policies more efficiently by applying those policies as the Authorizations and Expense Reports are created. 

Yes. All faculty/staff are required to submit all travel and non-travel reimbursements including travel card transactions through the Oracle Expense module.  

Expense owners are expected to enter their own Authorizations and Expense Reports. However, expense owners can assign a delegate to enter them on their behalf. Expense owners will still be required to review and approve their Authorizations and Expense Reports prior to submitting for approval and payment.

Only Student Workers and GAs can use the Expense module. For a non-employed student, use the Student/Guest process in Procurement.  

Student and Guest travel reimbursements are processed by the department within the Procurement module. Expenses paid for with a travel card, such as lodging for a guest, must be submitted through the Oracle Expense Module under the cardholder's account. 

Visit the SOAR Training website. Web-based training is available, and recordings of the virtual training sessions are accessible.   

We highly recommend faculty and staff review the training materials available on the SOAR Training website. 

Receipts are required for all travel and non-travel expenses except international card fees that may be assessed to your travel card purchases overseas. 

PDF,JPG, PNG, DOCX (Word), XLSX (Excel). 

Yes. , all travel must be approved prior to travel by the appropriate authority of the department paying for the travel. Budget/funds must be available before you submit your Authorization. The authorization is your official request to travel, and Oracle will not allow you to submit an Expense Report without a linked Authorization. 

Yes. You will be able to add specific locations as it relates to the individual expense item.

An Authorization can be edited after it has been submitted if it has not been approved by anyone. If  the status is "Pending Approval", highlight the Authorization number, click on 'Actions' and select  'Withdraw'. Autorizations that have an approval status cannot be withdrawn.  

No, only the faculty member will have an Authorization within Oracle with a report type of group travel. If students need reimbursement for expenses they paid for out-of-pocket, the department must follow the student/guest travel process.

 Alert your manager that you are travelling as a UofM faculty/staff member.

You cannot create a standard travel authorization for an employee without an active job record (assignment) covering the travel dates.

After an Authorization has been fully approved, an encumbrance for the amount of the Authorization will be posted to Oracle. As Budget/Funds checking is turned on in Oracle Fusion, funds must be available before your Authorization can be approved.  

As expense items are submitted against an Authorization, a partial liquidation is posted in Oracle for the amount of each item.

If an expense item exceeds the approved Authorization line item amount, you must create a new Authorization for the full amount of that expense item. Once approved, you can add the item and the associated Authorization to the Expense Report.

A final encumbrance liquidation happens when the Authorization total amount has been spent or, if the full amount is not used, the system will deobligate any remaining funds 180 days (6 months) from the authorization end date. 

After all Expense reports have been paid relating to an authorization, you have the ability to close the authorizaion to deobligate any remaining funds.

If no action is taken, the system will deobligate any remaining funds 180 days (6 months) from the authorization end date. 

Accounting will no longer close encumbrances.

No. All expense items must have a related authorization item that matches the item and account number. You will need to create a new Authorization for the expense item with the correct amount and submit for approval. After it has been approved, you can add the expense item to your Expense Report and attach the correct authorization item.

Only if there have been no approvals. Click on the three dots (upper left-hand corner) and select Withdraw. Be sure the item you need to add included in the Authorization, otherwise, a new Authorization must be submitted with the addional item. 

The Expense Reports status is displayed within the Expense Tile.  

Yes, the Expense Report will go through the same approval process.

Yes, if it has not been approved. 

Usually, yes. Travel card expenses are required to be expensed within 30 days from the card  transaction date. Another Expense Report would be submitted for any remaining expenses owed the traveler upon travel completion. 

Each line item must have a corresponding authorization with the correct template and expense item. The designation between travel & non travel is selected when creating each expense item. 

If an Expense Report status is 'Not Submitted', click on the 3 dots (right hand corner) and select Delete. If the report is 'Pending Approval', click on the 3 dots and select 'Withdraw'. Reports with an approval status cannot be deleted. 

Expense Owner (if submitted by a delegate) > Financial Manager > Travel Card Administrator (if card or funds requested).

Expense Owner (if submitted by a delegate) > Financial Manager > Travel Auditor.

*Any international and all athletic travel will have additional approvals. 

The Authorization and Expense Reports status is displayed within the Expense Tile. 

No, the document should be returned to the expense owner with an explanation.

Yes, the report will go through the same approval process after submission. 

Yes, you can assign an Approval Delegate (Designee) to handle task while you are of of the office for a specified period. 

Ask your Approver if they approved via email or within Oracle. If they approved via email, then ensure that they clicked "Accept" and then "Send" to complete the final approval. If your Approver approved within Oracle, please ensure that they clicked on the "Submit" button to complete the final approval.

Yes. Expense reimbursements will be paid using your payroll direct deposit information. Paper checks will not be issued for reimbursements. A pay card may be issued in rare circumstances where the payroll direct deposit has not yet been established in the system.

No. Payments will be made according to your payroll payment method. 

Bank information can be updated using the Oracle Pay tile. 

Generally, Expense Reports that have been fully approved and audited by close of business Wednesday will be processed for payment on Friday. (Holidays and month/year end accounting activities may affect this schedule.) You will receive an email notification from accounting@memphis.edu that it has been processed.

Oracle has everyone's memphis.edu email address. You will not be able to approve/deny requests via email unless your email matches the email in Oracle.

If Microsoft Outlook does not launch when you click accept/deny, you will need to change your computer's default mail client. This is not a change within Oracle. You can change your computer's mail client in your Control Panel, or you can work with your LSP to align your computer with the mail client.

No. You will directed to enter your UofM credientials when you launch the Oracle Fusion Expenses app.

After an employee is terminated in Oracle, the user's access to the Oracle Expense module will be disabled the next business day. Any remaining Expense reimbursements will need to be handled by contacting Accounts Payable (accountspayable@memphis.edu)