Accounts Payable

  • Business Office
  • Accounts Payable
  • Accounts Payable Procedures

Procedures to Submit an Invoice

  • Invoices should be submitted via email to invoices@stolaf.edu. This is an invoice specific email and should not be used for other Accounts Payable correspondence.
  • Please use ap@stolaf.edu for 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 adding the account coding.
  • Each invoice needs to be a separate attachment. Any invoice that is multiple pages, or includes additional documentation for that particular invoice, must be consolidated into one attachment. You can use a site such as ilovepdf.com to combine your documents.
  • Multiple invoices, each as a separate attachment, can be submitted in one email.

Suppliers

  • All payments to suppliers, including students, must have a W-9 on file.
  • To check on the status of whether there is a W-9 on file for the supplier, please verify at this site. This report is updated on a nightly basis.
  • If a W-9 is not on file, please submit using the following secure portal.

Procedures to Code an Invoice

 Approval Workflow

  • Once an invoice is coded, it will go to the Cost Center Manager for approval before it can be processed for payment.
  • If you have time-sensitive payments, please reach out to the Cost Center Manager to have them approve the invoice in Oracle. You can find the Cost Center Manager by going to the Cost Center Manager Report within the System Report section of the St. Olaf Reporting Dashboard in Oracle.

Employee Reimbursements

  • All employee reimbursements must be submitted as Expense Reports in Oracle. Please see this link for more information.

Forms