If you are going to be on holiday or out of the office then it is essential that you set your vacation rules in Oracle Cloud to re-assign or delegate your notifications for approval; you should do this as soon as your leave request is approved by your Line Manager (Oracle Cloud allows you to set your vacation rules in advance by selecting the effective start and end dates). Please note that setting your out of office in Outlook and booking your holiday in Oracle Cloud, does not set your vacation rules.
Vacation rules tell the relevant system modules (e.g., Manager Self-Service, Procurement, Finance, Apps and Certs, PBCS) when you are unavailable and routes notifications for approval to your nominated delegate. If you do not set your vacation rules, requests that are not approved will be held up in the system and cause delays.
- Managers – must ensure vacation rules are set to avoid delays to their team members expenses being approved and paid (also includes approval of absences)
- Requisition approvers – you must ensure your vacation rules are set to avoid delays to requisitions being approved, purchase orders being created and goods being delivered to site on-time
- Apps and Certs approvers – you must ensure your vacation rules are set to avoid delays to sub-contractor payments
- CVR approvers – if you approve CVRs you should ensure your vacation rules are set
- Payment run approvers – if you approve payment runs, you must ensure your vacation rules are set to avoid delays to processing payment runs. Please be mindful that as well as setting your vacation rules when you are on holiday, you may also need to set your vacation rules when you are going to be unavailable for short periods if a payment run is due
Vacation rules help and support
There are three separate areas where vacation rules may need to be set as relevant to your role – core Oracle Cloud, Apps and Certs and PBCS for CVRs. See the table below for details and support materials:
System Area | Approvals Include | Learning Resources |
| Core Oracle Cloud | By setting your vacation rules in core Oracle Cloud this will re-assign your approval notifications for Manager Self-Service (expenses and absences approvals), procurement requisition approvals, payment run approvals (relevant to your role).
NB: When you set your vacation rules to re-assign notifications for approvals, this means that the person you re-assign to receives your notifications and can manage and approve them on your behalf. Your nominated person is only able to approve up to their own approval limit and thereafter the approval route follows the delegates hierarchy, e.g., the delegate's manager will receive the notification next if further authorisation is required. | Watch the video to learn how to set vacation rules in Core Oracle Cloud.
User guide – setting your vacation rules in Oracle Cloud and for Apps and Certs. See section one for core Oracle Cloud. You can also visit the Oracle Cloud training and information home page for access to all training, learning and support materials. |
| Apps and Certs | By setting your vacation rules in Apps and Certs, this will delegate your notifications and approvals for Apps and Certs only. NB: The person you delegate to must have the same approval level as you or a higher approval level. | User guide – setting your vacation rules in Oracle Cloud and for Apps and Certs. See section two for apps and certs. |
| PBCS (CVRs) | By setting your vacation rules in PBCS this will delegate your notifications and approvals for CVRs only. | For help with PBCS (CVRs), contact PBCS support on Teams. |