The purpose of the Accounts Payable Office remains the same after the transition to Oracle, but there have been a notable changes in procedures. The following resources will aid in navigating these changes.
Procedures
As of January 1, 2024, all invoices must 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 automatically flow directly from this email 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 undergo coding within the Oracle platform. 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.
The Accounts Payable Payment Request Form and Student Stipend Request Form have been updated to reflect the change to the Oracle account structure. A new form has been created specifically for student reimbursements. These forms should be filled out completely and submitted to invoices@stolaf.edu.
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 the invoices email.
Refer to the Procedures for Coding Invoices in Oracle for detailed instructions.
Forms