Finance & Procurement Knowledge Base

Accounts Payable News 3/19/2020: There may be a delay processing physical checks, including checks that are held in a college Finance’s office. In order to be paid in a timely fashion it is advised that all payees sign up for direct deposit. Please complete our direct deposit form so GMHEC and its member colleges (Champlain College, Middlebury College, and Saint Michael’s College) to process payments via direct deposit.  You can email this form back to ap@gmhec.org. For any questions, please contact Accounts Payable at the email previously stated, or call us at 802-443-2321.

Accounts Payable Team

AP Team Members
  • Christine Brown - Accounts Payable Specialist
  • Joe Cadoret - Accounts Payable Specialist
  • Nicole Corriveau - Accounts Payable Lead
  • Cheryl Foster - Procurement Specialist
  • Nicole Ouellette - Accounts Payable Specialist

Accounts Payable Services

Services
  • Supplier Administration and Support
  • Invoicing and Payments
  • Expense Management
  • Standard Mileage Rates for 2020
    • 57.5 cents per mile for business miles driven
    • 17 cents per mile driven for medical or moving purposes
    • Standard Mileage Rates for 2019
      • 58 cents per mile for business miles driven
      • 20 cents per mile driven for medical or moving purposes
  • Purchasing Card (‘P-Card’) Administration
    • For new Middlebury P-Card Applications, click here. For more detailed information on Middlebury P-Card benefits, click here.

General Navigation

How do I log in and navigate through Oracle?
How do I hide or unhide apps?
Where do I find add-on tools for Advanced Oracle Users?
How can I customize my search criteria?

Expense Reporting

How do I create an expense report?
How do I delegate the creation & submission of expense reports & p-card reconciliations?
How do I withdraw an expense report?
How do I split my expenses?
If I'm being reimbursed for expenses, how do I add my bank account information for direct deposit?
How do I reconcile my p-card?
I'm an approver on leave. How do I delegate my approval authority?

Procurement

How can I create a default account for all purchase orders?
How do I search for and create a supplier?
How do I create a requisition-to-purchase order?
My requisition never turned into a PO. How do I get the PO to go through?
How I create changes to an existing PO?
How do I approve a PO?
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)

W-8BEN (for international individuals)

W-8BEN-E (for international businesses)

PO Troubleshooting
Procurement Training Videos

Sales Tax Exemptions

Middlebury Form
GMHEC Form

Coming soon

Invoices

How do I create an invoice?
How do I create an invoice that has a PO associated with it?
How do I withdraw and resubmit my invoice?
How do I insure a supplier's check will be held for pick-up?
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?

Supplier Portal

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.

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 Self Registration - Supplier Instructions.

If you are a student requesting reimbursement and/or have recently won an award or received an internship, please follow the Self Registration - Student Instructions.

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.

Chart of Accounts

Where's my College's Chart of Accounts?

Accounts Payable Support

Please email ap@gmhec.org for any issues or questions you may have. We will respond to you as soon as possible. If you have already submitted a request, please reference the ticket number sent to you upon your initial submission.

Need to talk via phone? Contact our Accounts Payable Services team at (802) 443-2321.

Office Hours: 8:15 am – 5:00 pm EST