AP Bulletin Board
Click on the link to look at a quick view of specific, “hot” items.
https://gmhec.org/ap-bulletin-board/
Accounts Payable Team
Accounts Payable
- Lorijean Baker – Accounts Payable Specialist
- Nancy Davila – Finance Services and Accounts Payable Lead
- Calvin White – Accounts Payable Specialist
- Tom Wiegleb – Accounts Payable Specialist
Procurement
- Cheryl Foster – Procurement Manager
email: ap@gmhec.org
phone: 802-443-2321
Office Hours: M – F 8:15 AM – 5:00 PM
Accounts Payable Services
Services
- Supplier Administration and Support
- Invoicing and Payments
- Expense Management
- Standard Mileage Rates for 2023
- 65.5 cents per mile for business miles driven
- 22 cents per mile driven for medical or moving purposes
- Beginning on Jan. 1, 2024, the standard mileage rates for the use of a car (also vans, pickups or panel trucks) will be:
- 67 cents per mile driven for business use, up 1.5 cents from 2023.
- 21 cents per mile driven for medical or moving purposes for qualified active-duty members of the Armed Forces, a decrease of 1 cent from 2023.
- 14 cents per mile driven in service of charitable organizations; the rate is set by statute and remains unchanged from 2023.
Invoice and Payment Schedule
For information on the invoice processing timeline and payment schedule for the 2023 calendar year, please click the links below for each College.
Services
- Supplier Administration and Support
- Invoicing and Payments
- Expense Management
- Standard Mileage Rates for 2023
- 65.5 cents per mile for business miles driven
- 22 cents per mile driven for medical or moving purposes
- Beginning on Jan. 1, 2024, the standard mileage rates for the use of a car (also vans, pickups or panel trucks) will be:
- 67 cents per mile driven for business use, up 1.5 cents from 2023.
- 21 cents per mile driven for medical or moving purposes for qualified active-duty members of the Armed Forces, a decrease of 1 cent from 2023.
- 14 cents per mile driven in service of charitable organizations; the rate is set by statute and remains unchanged from 2023.
Invoice and Payment Schedule
For information on the invoice processing timeline and payment schedule for the 2023 calendar year, please click the links below for each College.
General Navigation
How do I log in and navigate through Oracle?
Reference Guide: Logging in and General Navigation
How do I hide or unhide apps?
Reference Guide: Hiding and Unhiding Apps
Where do I find add-on tools for Advanced Oracle Users?
How can I customize my search criteria?
Reference Guide: Reporting – Saved Searches
How do I log in and navigate through Oracle?
Reference Guide: Logging in and General Navigation
How do I hide or unhide apps?
Reference Guide: Hiding and Unhiding Apps
Where do I find add-on tools for Advanced Oracle Users?
How can I customize my search criteria?
Reference Guide: Reporting – Saved Searches
Reporting
How can I run and schedule reports?
Reference Guide: Running Reports in Reports and Analytics (NEW!)
How do I edit a previously scheduled report?
Reference Guide: Editing Scheduled Reports (NEW!)
Can I re-run a previously generated report?
Reference Guide: Re-Run Previously Generated Report Jobs (NEW!)
How do I add reports to my favorites?
Reference Guide: Adding Reports to Favorites (NEW!)
Expense Reporting for P-Cards & Reimbursement
How do I create an expense report to reconcile my p-card?
Reference Guide:
How do I create an expense report for reimbursement?
Reference Guide:
How do I itemize my expenses?
Reference Guide: Itemizing Expenses (Updated 6/3/21)
How do I apply an EDORDA to multiple transactions within an expense report?
Reference Guide: Apply EDORDA to Multiple Transactions (Updated 6/3/2021)
How do I submit an expense without a receipt?
How do I withdraw an expense report?
Reference Guide: Withdrawing Expense Reports (Updated 8/18/20)
How do I delegate the creation & submission of expense reports & p-card reconciliations?
Reference Guide: Delegating Expense Reports (For Champlain and Middlebury only) (Updated 8/19/20)
How do I process a personal charge on a P-Card?
I'm an approver of expense reports. How do I approve them?
Reference Guide: Approval of Expense Reports (Updated 10/22/20)
I'm an approver on leave. How do I delegate my approval authority?
Reference Guide: Creating or Changing Approval Delegation (Updated 8/19/20)
If I'm being reimbursed for expenses, how do I add my bank account information for direct deposit?
Reference Guide: Expenses - Add Bank Account Info (Updated 2/23/21)
Having trouble finding your correct routing number and bank name? Use the bank name lookup sheet linked here.
How do I request a cash advance?
How do I apply a cash advance to an expense report?
How do I request a P-Card increase?
Please complete and submit the P-Card-Limit-Change-Request-all-BU CC Midd SMC
Standard Mileage rate
Standard Mileage rates are determined by the IRS.
- Standard Mileage Rates for 2023
- 65.5 cents per mile for business miles driven
- 22 cents per mile driven for medical or moving purposes
- Beginning on Jan. 1, 2024, the standard mileage rates for the use of a car (also vans, pickups or panel trucks) will be:
- 67 cents per mile driven for business use, up 1.5 cents from 2023.
- 21 cents per mile driven for medical or moving purposes for qualified active-duty members of the Armed Forces, a decrease of 1 cent from 2023.
- 14 cents per mile driven in service of charitable organizations; the rate is set by statute and remains unchanged from 2023.
How do I create an expense report to reconcile my p-card?
Reference Guide:
How do I create an expense report for reimbursement?
Reference Guide:
How do I itemize my expenses?
Reference Guide: Itemizing Expenses (Updated 6/3/21)
How do I apply an EDORDA to multiple transactions within an expense report?
Reference Guide: Apply EDORDA to Multiple Transactions (Updated 6/3/2021)
How do I submit an expense without a receipt?
How do I withdraw an expense report?
Reference Guide: Withdrawing Expense Reports (Updated 8/18/20)
How do I delegate the creation & submission of expense reports & p-card reconciliations?
Reference Guide: Delegating Expense Reports (For Champlain and Middlebury only) (Updated 8/19/20)
How do I process a personal charge on a P-Card?
I'm an approver of expense reports. How do I approve them?
Reference Guide: Approval of Expense Reports (Updated 10/22/20)
I'm an approver on leave. How do I delegate my approval authority?
Reference Guide: Creating or Changing Approval Delegation (Updated 8/19/20)
If I'm being reimbursed for expenses, how do I add my bank account information for direct deposit?
Reference Guide: Expenses - Add Bank Account Info (Updated 2/23/21)
Having trouble finding your correct routing number and bank name? Use the bank name lookup sheet linked here.
How do I request a cash advance?
How do I apply a cash advance to an expense report?
How do I request a P-Card increase?
Please complete and submit the P-Card-Limit-Change-Request-all-BU CC Midd SMC
Standard Mileage rate
Standard Mileage rates are determined by the IRS.
- Standard Mileage Rates for 2023
- 65.5 cents per mile for business miles driven
- 22 cents per mile driven for medical or moving purposes
- Beginning on Jan. 1, 2024, the standard mileage rates for the use of a car (also vans, pickups or panel trucks) will be:
- 67 cents per mile driven for business use, up 1.5 cents from 2023.
- 21 cents per mile driven for medical or moving purposes for qualified active-duty members of the Armed Forces, a decrease of 1 cent from 2023.
- 14 cents per mile driven in service of charitable organizations; the rate is set by statute and remains unchanged from 2023.
Procurement
How can I create a default account for all purchase orders?
1.0 - Reference Guide: Set Preferences
How do I create a requisition-to-purchase order?
4.0 - Reference Guide: Non-Catalog Requisitions (Updated 4/17/19)
My requisition never turned into a PO. How do I get the PO to go through?
6.0 - Reference Guide: Purchase Orders (Updated 4/17/19)
How I create changes to an existing PO?
6.0a - Reference Guide: Edit A Non-Approved PO
6.0b - Reference Guide: Edit An Approved PO
6.0c - Reference Guide: Change Order: Add A New Line
6.0d - Reference Guide: Change Order: Deleting A Line
6.0e - Reference Guide: Change Order: Changing Distributions (aka EDORDA)
6.0f - Reference Guide: Change Order: Correcting Line Item Price
6.0g - Reference Guide: Cancelling A Purchase Order
How do I approve a PO?
7.0 - Reference Guide: Procurement Approvals
PO Troubleshooting
Procurement Training Videos
How can I create a default account for all purchase orders?
1.0 - Reference Guide: Set Preferences
How do I create a requisition-to-purchase order?
4.0 - Reference Guide: Non-Catalog Requisitions (Updated 4/17/19)
My requisition never turned into a PO. How do I get the PO to go through?
6.0 - Reference Guide: Purchase Orders (Updated 4/17/19)
How I create changes to an existing PO?
6.0a - Reference Guide: Edit A Non-Approved PO
6.0b - Reference Guide: Edit An Approved PO
6.0c - Reference Guide: Change Order: Add A New Line
6.0d - Reference Guide: Change Order: Deleting A Line
6.0e - Reference Guide: Change Order: Changing Distributions (aka EDORDA)
6.0f - Reference Guide: Change Order: Correcting Line Item Price
6.0g - Reference Guide: Cancelling A Purchase Order
How do I approve a PO?
7.0 - Reference Guide: Procurement Approvals
PO Troubleshooting
Procurement Training Videos
Sales Tax Exemptions
Invoices
How do I create an invoice?
Reference Guide: Invoice Entry – Unmatched (Updated 6/4/21)
https://www.youtube-nocookie.com/embed/0C8mokIBqh4
How do I create an invoice that has a PO associated with it?
Reference Guide: Matched Invoices (Updated 9/5/19)
[video src="https://www.youtube.com/watch?v=dby1WQNrOLY"]
Reference Guide: Matched Line Invoices – NEW!
[video src="https://www.youtube.com/watch?v=kMTfDqvQpsE"]
How to search for your invoice
How do I withdraw my invoice?
How do I edit an invoice after it has been withdrawn or rejected?
How to resubmit an invoice that has been withdrawn
How do approvals for invoices happen in Oracle?
How do I insure a supplier's check will be held for pick-up?
Reference Guide: Special Instructions for Payment – NEW!
[video src="https://www.youtube.com/watch?v=0QDcaPgEXRQ"]
How does an existing supplier sign up for Direct Deposit (ACH)?
In order for a supplier to be paid via ACH, please have them complete GMHEC's Direct Deposit form.
I’m a Supplier Invoice approver on leave. How do I delegate my approval authority?
Reference Guide: Creating or Changing Approval Delegation (Updated 8/19/20)
Invoice Troubleshooting
How to Resolve Invoice Errors
[video src="https://www.youtube.com/watch?v=uYEaHbX8P6c"]
How do I create an invoice?
Reference Guide: Invoice Entry – Unmatched (Updated 6/4/21)
https://www.youtube-nocookie.com/embed/0C8mokIBqh4
How do I create an invoice that has a PO associated with it?
Reference Guide: Matched Invoices (Updated 9/5/19)
[video src="https://www.youtube.com/watch?v=dby1WQNrOLY"]
Reference Guide: Matched Line Invoices – NEW!
[video src="https://www.youtube.com/watch?v=kMTfDqvQpsE"]
How to search for your invoice
How do I withdraw my invoice?
How do I edit an invoice after it has been withdrawn or rejected?
How to resubmit an invoice that has been withdrawn
How do approvals for invoices happen in Oracle?
How do I insure a supplier's check will be held for pick-up?
Reference Guide: Special Instructions for Payment – NEW!
[video src="https://www.youtube.com/watch?v=0QDcaPgEXRQ"]
How does an existing supplier sign up for Direct Deposit (ACH)?
In order for a supplier to be paid via ACH, please have them complete GMHEC's Direct Deposit form.
I’m a Supplier Invoice approver on leave. How do I delegate my approval authority?
Reference Guide: Creating or Changing Approval Delegation (Updated 8/19/20)
Invoice Troubleshooting
How to Resolve Invoice Errors
[video src="https://www.youtube.com/watch?v=uYEaHbX8P6c"]
Suppliers
How do I search for a supplier?
How to search for a supplier
General Supplier Search (video) (Updated 8/10/20)
How do I register a supplier?
How to register a supplier as a staff member
- How to set up a new supplier:
What is the Supplier Portal?
The Supplier Portal allows new payees to self-register as a "supplier" into Oracle. The term "supplier" is a generic reference to anyone, or any entity, that is being paid for services, goods, reimbursements, refunds, etc. Once these payees are approved as suppliers in Oracle, invoices may be created for reimbursement or payment.
Existing suppliers in Oracle may also use the Portal to edit their contact information or direct deposit information in a secure format.
I am an existing supplier. How do I obtain access to the portal?
Contact Accounts Payable at ap@gmhec.org, or 802-443-2321 to receive access to the Portal.
How do I edit or add banking information for direct deposit?
Specific to updating and/or adding direct deposit information, please use the Updating or Adding ACH Information reference guide.
Having trouble finding your correct routing number and bank name? Use the bank name lookup sheet linked here.
How do I edit my contact information?
To manage/edit your profile, please use this Profile Management reference guide.
One of the colleges sent me a link to self-register. Is there a guide to walk me through the process?
-
- If you are a traditional supplier, please follow the
-
- If you are a student requesting reimbursement and/or have recently won an award or received an internship, please follow the
-
- If you are a parent of a student who may need to receive a redirected refund, please follow the
For College end users -- how can I determine if my Supplier is in Oracle already?
Here are the step-by-step instructions on how to check if your supplier has a Portal account.
Does this process apply for students registered as suppliers for payments?
Yes, a student who is requesting reimbursement and/or has recently won an award or received an internship will use this process. For instruction, they can follow the Self Registration - Student Instructions.
How do I check if an existing supplier has direct deposit information?
[youtube https://www.youtube.com/watch?v=0guzmyChmi4]
Where can I get a W-9 for domestic suppliers, or a W-8 for an international one?
- Substitute W-9 (all Colleges use this form)
- W8-BEN (for international individuals)
- Form W8 BEN-E (for international businesses)
How do I search for a supplier?
How to search for a supplier
General Supplier Search (video) (Updated 8/10/20)
How do I register a supplier?
How to register a supplier as a staff member
- How to set up a new supplier:
What is the Supplier Portal?
The Supplier Portal allows new payees to self-register as a "supplier" into Oracle. The term "supplier" is a generic reference to anyone, or any entity, that is being paid for services, goods, reimbursements, refunds, etc. Once these payees are approved as suppliers in Oracle, invoices may be created for reimbursement or payment.
Existing suppliers in Oracle may also use the Portal to edit their contact information or direct deposit information in a secure format.
I am an existing supplier. How do I obtain access to the portal?
Contact Accounts Payable at ap@gmhec.org, or 802-443-2321 to receive access to the Portal.
How do I edit or add banking information for direct deposit?
Specific to updating and/or adding direct deposit information, please use the Updating or Adding ACH Information reference guide.
Having trouble finding your correct routing number and bank name? Use the bank name lookup sheet linked here.
How do I edit my contact information?
To manage/edit your profile, please use this Profile Management reference guide.
One of the colleges sent me a link to self-register. Is there a guide to walk me through the process?
-
- If you are a traditional supplier, please follow the
-
- If you are a student requesting reimbursement and/or have recently won an award or received an internship, please follow the
-
- If you are a parent of a student who may need to receive a redirected refund, please follow the
For College end users -- how can I determine if my Supplier is in Oracle already?
Here are the step-by-step instructions on how to check if your supplier has a Portal account.
Does this process apply for students registered as suppliers for payments?
Yes, a student who is requesting reimbursement and/or has recently won an award or received an internship will use this process. For instruction, they can follow the Self Registration - Student Instructions.
How do I check if an existing supplier has direct deposit information?
[youtube https://www.youtube.com/watch?v=0guzmyChmi4]
Where can I get a W-9 for domestic suppliers, or a W-8 for an international one?
- Substitute W-9 (all Colleges use this form)
- W8-BEN (for international individuals)
- Form W8 BEN-E (for international businesses)
Chart of Accounts
Where's my College's Chart of Accounts?
Where's my College's Chart of Accounts?