Accounts Payable

Procedures

All invoices should be submitted via email to invoices@stolaf.edu. Each invoice needs to be attached separately, but multiple attachments can be submitted in one email. Invoices will then be scanned 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

• Accounts Payable Payment Request Form
• Student Stipend Request Form
• Student Reimbursement Form