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Onboarding and Separation

Onboarding

For Employees

Student Life employees, including supervisors, should complete the following steps. For any questions, contact your department's SLBO Business Manager.

1. Add your department's contacts as delegates in Concur

Add the following contacts as delegates in your Concur profile:

  1. SLBO Business Manager
  2. Supervisor

Resources:

2. Apply for a P-Card and T&E Card

3. Review COAs with your SLBO Business Manager

All Supervisors should review the Chart of Accounts (COAs) with their SLBO Business Manager. Employees should also review COAs depending on their role.

COA Documents by Department/Unit: (Please request access through your SLBO Business Manager)

  • Associated Students (A.S.)
  • Basic Needs
  • Campus Performance and Events Office (CPEO)
  • Center for Student Involvement (CSI)
  • Graduate & Professional Student Association (GPSA)
  • University Centers (UCEN)

4. Optional: Request an Oracle Shopper role of $500, $2500, or $5000

All Oracle users have a $0 requisition amount assigned to them automatically. Depending on your departmental responsibilities, you may request an Oracle Shopper role of $500, $2500, or $5000. 

Work with your SLBO Business Manager to complete the request.

5. Optional: Self-register for a UCSD Business Systems account

Some UCSD systems require a Business Systems account to log in. See the Blink page for how to get access to UCSD Business Systems.

For SLBO Business Managers

SLBO Business Managers should complete the following action items for their units.

1. Update new supervisors in financial systems

  1. Set up new supervisors as a Financial Unit approver for their department using the Oracle and Concur Role Requests form.
  2. Update direct reports to new supervisor in:
    1. Concur: Submit a SNOW ticket (About Travel → Related to General Travel/Policy Info → More Specifically Concur Navigation)
    2. Oracle: Submit a SNOW ticket to update Line Manager for a direct report for transfers/promotions only (About Access Requests to Financial Systems → Related to Oracle Financials Cloud → More Specifically Oracle Financials Cloud (Access or Role Inquiries))
  3. Add respective supervisor to the new supervisor (Ensure that each employee has a supervisor listed in Concur).

2. Add supervisor to Concur Profile for requests and approvals

Submit a SNOW ticket to request that a direct report's Supervisor Approver be updated (More Specifically Concur Navigation). This should be completed for both of the following sections:

  • Request Approvers
  • Expense Approvers

See more information regarding Supervisor Approvers on Blink.

3. Request an Oracle Shopper role of $500, $2500, or $5000 for employees

All Oracle users have a $0 requisition amount assigned to them automatically. Depending an employee's departmental responsibilities, they may request an Oracle Shopper role of $500, $2500, or $5000. 

See the KBA for how to request a Purchasing Authority (Department Shopper Job Grade) for an employee.

4. Set up Oracle System Standard Roles for supervisors

Separation

Student Life staff who are separating from UC San Diego should complete the following items:

1. Close P-Cards and T&E Cards

If you have a Procurement Card (P-Card) or Travel and Entertainment Card (T&E Card), submit a Concur Request to close the card.

This should be completed roughly two weeks prior to your separation date. 

View the KBA for instructions on How to Create a Procurement Card Action/Update Request and search for "card cancel".

2. Submit Final Expense Reports

If applicable, submit any final expense reports for expenses associated with your P-Card or T&E Card. 

This should be completed roughly two weeks before your separation date.

3. Cancel Recurring Expenses

If applicable, cancel any recurring expenses that are associated with your P-Card or T&E Card. Recurring expenses can include monthly/yearly subscriptions and similar automatic charges, such as a monthly Calendly subscription.

To cancel recurring charges, you may do so directly with the vendor.