Procedures
All invoices should be submitted via email to invoices@stolaf.edu. Each invoice needs to be it’s own attachment. Any invoice that is multiple pages or includes additional documentation for that particular invoice must be all consolidated into one attachment. You can use a site such as Merge PDF to combine your documents.
Multiple invoices, each as it’s own attachment, can be submitted in one email. Do not include different invoices in one attachment as they will be missed. Invoices will then be loaded directly into Oracle. This is an invoice specific email and should not be used for other Accounts Payable correspondence. Continue to use ap@stolaf.edu for submission of W-9 forms and any other Accounts Payable inquiries.
Each invoice must include the name of a St. Olaf employee contact. The employee named on the invoice will be responsible for its coding.
All invoices will be coded in Oracle. Once coded, an invoice will go to the Cost Center Manager for approval before it can be processed for payment. If you have time-sensitive payments, it will be crucial to communicate that with your Cost Center Manager as invoices will not be paid without their approval.
All employee reimbursements must be submitted as Expense Reports in Oracle. The Travel Expense Report/Employee Reimbursement Form will no longer be used and should not be submitted to Accounts Payable.
Refer to the Procedures for Coding Invoices in Oracle for detailed instructions.
Forms