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Finance Resources

Finance Trainings

The Dean’s Office finance team provides training for administrators on the following topics. Check with your Senior Administrative Officer (SAO) about when the next training opportunity will take place.

  • Event planning (logistics & expenses)
  • Expense delegate training
  • Financial Unit Manager (FUM)
  • Graduate award forms
  • Grant life cycle
  • HR masterclass
  • Human Capital Management (HCM)
  • Retro Cost Transfer (RCT)
  • Undergraduate student hiring

Finance Policies

Please visit the Vanderbilt Finance website for in-depth information about all Vanderbilt finance policies.

Financial Accounting

  • Tax exemption

    Vanderbilt University is exempt from sales tax on OneCard purchases being shipped to and being used or consumed in furtherance with Vanderbilt’s exempt mission. More information can be found on the Finance website.

    Please note the Tennessee tax-exempt number is also located on your OneCard.

  • Chart of Accounts (COA)

    A COA is the internal account used to process expenses. Vanderbilt Finance has a variety of resources, charts, and internal guides on how to properly utilize COAs.

    Functional codes are a new process that includes a 3-digit code in each COA. The list of these new functional codes, and a link to Functional Code Training can be found on the Finance website.

  • Billing Program and Activity Codes

    Refer to the list of A&S Billing Program and Activity Codes. If you have any questions about this list, please reach out to your SAO.

  • Expense Reporting

    For any business needs that are purchased, the administrator will need to create and submit an expense report through Oracle. Please note that departmental administrators can submit expense reports for their OneCard and for faculty members, if they are an approved expense delegate. Please reach out to your department’s SAO for additional training on expense reporting.

    If you need to receive a small-dollar reimbursement for a cash or check deposit, please complete this form.

  • Annual/Monthly Closing Schedule

    Transactions need to be processed by monthly closing schedules (due dates) prepared by Vanderbilt Finance. In addition, the annual closing schedule exists when closing out the fiscal year in preparation for the next. View the schedules (scroll to Accounting Resources section).

  • Capital Assets

    Capital assets are high-cost items (over $5,000) that will last for several years, and are classified into two categories: real property and moveable equipment. View the training materials about capital assets provided by Vanderbilt Finance (scroll to the Capital Asset Training section).

Quarterly Financial Review

This policy addresses expectations for departments and programs in conducting required quarterly financial reviews of the appropriate areas utilizing Oracle reporting. The primary responsibilities fall to Financial Unit Managers (FUMs), who must ensure that these reviews are completed each quarter, typically one to two business days after the university's financial close. 

Policy and Procedures

Departments and programs have financial oversight responsibility of their respective areas with ultimate responsibility held by the Office of the Dean. In order to promote best practices and provide consistent reporting across the College of Arts & Science, the following procedure is required each quarter, one to two business days after the university’s financial close. Financial Unit Managers (FUMs) hold a key role in the review process and are responsible for working with appropriate staff in the area to complete this task effectively and efficiently. The college requires the following steps to insure timely and accurate reviews:

  • After quarterly financial close, the FUM (and Grant Manager if applicable) will run and compile the following reports from Oracle:
    • Budget vs. Actual POV
    • PPM Project Budget vs. Actual
      • Faculty Funds (including chair task 110)
      • Grants and Contracts
      • Endowments and Gifts
  • The Budget vs. Actual POV report should be reviewed against the quarterly year-to-date budget, and any expense variance of 5% and $500 should be identified and explained.
  • The PPM reports for all projects should be reviewed, and any deficits, awards within 90 days of closing, or awards in the 90-day closeout period should be explained and corrective action documented.
  • Once the actions have been completed, an email explaining the variances and an attachment of each of the reports should be sent to the chair or director and the divisional Senior Administrative Officer (SAO).
    • In those departments that have an Administrative Officer, the report should be sent first to the AO who will review and then send on to the chair or director and the divisional SAO.
  • If any errors are discovered or corrections needed, these should be escalated immediately to the divisional SAO.

The Dean’s Office will be auditing/monitoring procedures performed to ensure timely completion and effectiveness.

It is essential that this be completed each quarter. Should a FUM fail to complete this review and escalate errors or concerns appropriately, disciplinary action may be taken, up to and including termination. The College of Arts and Science adheres to Vanderbilt’s established financial policies. In cases where college guidelines differ from university policy, it is expected that the more restrictive policy take precedence.

Procurement

  • OneCard Expenses

    For administrators who are responsible for purchasing business needs for their department, or for guest travel coordinators, a OneCard is the corporate credit card issued through Vanderbilt Finance, on behalf of JPMorgan. For copies of the Expense Policy and OneCard Policy, and a direct link to apply for a OneCard, please visit the Vanderbilt Finance website.

  • Payment Services

    Vanderbilt Payment Services manages supplier purchase order payments and Non-Purchase Payment requests (Non-PO) for the university. The Finance website details the Accounts Payable Corrections policy, Independent Contractor policy, Invoice Processing policy, and Non-PO Payment policy.

  • Professional Service Agreements

    More information about independent contractors/external consultants (professional services) are detailed on the Vanderbilt Finance website. 

  • Suppliers

    Commercial relationships between Vanderbilt and suppliers are managed by Purchasing Services. More information and guides for both departments utilizing suppliers and the supplier themselves can be found on the Finance website.

Travel Coordination

  • Vanderbilt Finance Travel Guidelines

    Vanderbilt Finance has a dedicated website for any travel-related policies or guidelines. If you are an administrator who has further questions about Vanderbilt travel, please email travel@vanderbilt.edu.

  • Booking Travel Through Concur

    Concur is the travel procurement software embedded in Oracle, managed by our travel agency, World Travel. The platform supports procuring flights, hotels, and car rentals. Concur is mandatory for purchasing any university-related air travel and is optional for hotels and car rentals. Staff can gain access to facilitate purchasing for others; all group travel should be organized directly with World Travel.

    Review the user guides available to administrators (scroll to the Concur Quick Guides section).  

  • Vanderbilt Travel and Business Expense Policy

    Prior to booking any travel for faculty or students, please ensure that you review and understand the A&S Travel and Expense Reimbursement Policy and the Vanderbilt Travel and Business Expense Policy. These policies cover all Vanderbilt expenses and travel that are processed through a personal funding source or Vanderbilt OneCard.

    If you need to request an exception to the A&S and VU travel policy, please complete this form.

  • Business Travel with a Personal Vehicle

    If the traveler is using a personal vehicle for any Vanderbilt business travel, mileage rates should be calculated. Guidelines for appropriate use of mileage rates can be found in the Vanderbilt Travel and Business Expense Policy. 

  • Guest Travel Coordinator

    A Guest Travel Coordinator (GTC) is allowed to book airfare on behalf of visitors with a Vanderbilt OneCard. To be designated as a GTC for a unit, administrators must apply and have access to Concur and already have a OneCard. If you have any questions about GTC-specific duties, please reach out to your unit’s Senior Administrative Officer (SAO).

  • Group Travel

    For any group travel (more than 10 people travelling together), administrators will need to contact group travel agent Robyn Williams through World Travel. 

  • International Travel - Global Safety Checklists

    Vanderbilt Finance has created global safety checklists for faculty, staff, and postdoctoral scholar travel and for student travel. If you need additional information, please email travel@vanderbilt.edu.

Travel and Expense Reimbursement

Faculty members, before committing funds or finalizing reimbursement, must review the College of Arts and Science Travel and Expense Reimbursement Policy below as well as the Vanderbilt University Reimbursement Policy. In cases where college guidelines differ from university policy, it is expected that the more restrictive policy take precedence.

Purpose

The College of Arts and Science Travel and Expense Reimbursement Policy outlines reimbursements that may be funded by other sources, pre-travel authorization requests, and reimbursement expense filing and reporting.

Policy

Allowable Reimbursement Expenses

The College of Arts and Science adheres to university policy in regard to allowable reimbursement expenses. It is the responsibility of the individual to determine if expenses are allowed in accordance with applicable funding source, agency, sponsor, or other external group paying for reimbursement. College of Arts and Science faculty are required to use procedures outlined in university policy when making travel arrangements.

Travel Pre-Authorization

Written travel pre-authorizations are not required for official College of Arts and Science business. Faculty are expected to consult with their department chairs or program directors in advance about travel that may conflict with classes or interfere with other university obligations.

Reimbursement Expense Filing and Reporting

Refer to the university’s policy on expense filing and reporting.

Human Capital Management

  • Human Capital Managers

    For staff who serve as Human Capital Managers (HCM) for their unit, all required trainings will be distributed through SkyVU. Training dates and links will be sent directly to HCMs via email. 

  • Timesheets and Payroll Calendar

    The Vanderbilt People Experience website outlines the university's payroll information, including the payroll calendar. If an HCM needs to request an off-cycle payroll payment for an employee or a student employee, please complete this form.  

  • I-9 at Vanderbilt

    For a guide on how to complete an I-9, please visit the People Experience website. If you have questions, contact the I-9 Office at i9@vanderbilt.edu. 

  • Student Employment

    If your unit is interested in hiring a Vanderbilt student, you must post and advertise the position through HireADore. Once a student is selected, a department administrator who is designated as the student’s line manager will navigate the hiring and onboarding process directly with the student. See more information about the student hiring process, hour limitations, and federal work study eligibility.  

    Please note that the hiring process for international students is slightly different.

    If administrators have questions about student employee costing, hiring students in Oracle, or the student work assignment approval process, contact your department HCM.

    For students serving as Learning Assistants, the student initiates the process within a unit by applying through the LA Program’s website. This process is navigated by the LA Program’s administrative team and has no oversight from the A&S Dean’s Office. Any questions can be directed to the LA Program leadership team.

Research Grants and Endowments

The College of Arts and Science Office of Research provides guidance and support to faculty on grant development and grant management. In addition, they ensure that faculty, staff, and students adhere to the highest ethical standards in research-related work. They can assist with effort reporting, grant projections, and endowment spending.

If you have any questions related to grants, please contact CASResearch@vanderbilt.edu.

Gift Card Policy

  • Purpose

    This policy addresses gift card usage for the purpose of incentives, awards, door prizes, gifts, and compensation. This policy ensures compliance with IRS tax reporting requirements for employee compensation and “cash equivalent” payments.

  • Policy and Procedures

    Gift card distribution, as a form of payment to faculty, staff, and students, is prohibited for most purposes, including:

    • Incentives
    • Awards
    • Door prizes
    • Gifts for personal accomplishments (birthdays, retirements)
    • Holiday or graduation gifts
    • Compensation

    This policy applies to both direct payment using a OneCard and personal reimbursement for the purchase of gift cards, using all funding sources through Vanderbilt University.

    With preapproval by the Office of Finance and Administration, gift card distribution is allowable for a narrow class of research purposes:

    • IRB-approved research participants, including employees who participate in sponsored research activities for which confidentiality is integral to the research design
    • Students who participate in student surveys or activities, including student employees

    The total value of any gift card issued must be below $600. Use of an appropriate funding source is required, and gift card distribution should be used only when it is the most economical and efficient payment method.

    For approved use of gift cards, the required information listed below should be logged in each case upon distribution:

    • Tax ID number
    • Name of recipient
    • Permanent mailing address
    • Date of distribution
    • Gift card amount

    The College of Arts and Science adheres to Vanderbilt’s established Travel & Business Expense Policy and Procurement Card Policy. In cases where college guidelines differ from university policy, it is expected that the more restrictive policy take precedence.

Finance Team Contacts