In Oracle, expenses refer to purchase card transactions and out of pocket reimbursable expenses. All purchase cards and employee reimbursement requests will be managed in the expense module of Oracle and submitted as Expense Reports. Please contact Karen Dempsey (dempse2@stolaf.edu) with any questions.
All Expense Reports will continue to be audited.
Procedures
Purchase Card Expense Reports
Wells Fargo will upload purchase card transactions directly to Oracle on a daily basis. There is no longer a need to log into the Wells Fargo website.
Expense Reports should be submitted in a timely manner but are not dependent on a statement deadline as they were in the Wells Fargo platform. Once an Expense Report is submitted it will go to the supervisor for approval, then the Cost Center Manager for approval. Supervisors and Cost Center Managers approve or reject an entire report; they are not able to reject a single line item.
Transactions and expenses on an Expense Report should have a common cost center. When working with multiple cost centers, submit a separate report for each cost center. This will expedite the approval process and reduce notification alerts for approvers.
Personal transactions on purchase cards should be avoided. Oracle does not have the ability to draw money from employee bank accounts. Any personal transactions need to be paid back to the college by cash or check delivered to the Accounts Payable Office.
Students as a whole will not have access to the Expense Module in Oracle. Student workers hired as employees of the college will have access to the Expense Module.
Expenses may be delegated by going to the “Expenses” tile within the “Me” tab.
Every purchase card needs to be assigned to a St. Olaf employee. That employee is responsible for managing those transactions and submitting the related Expense Reports. Alternatively, the responsible employee can delegate management of that card to another college employee.
Refer to Procedures for St. Olaf Purchase Cards for detailed instructions on creating an Expense Report from purchase card transactions.
Employee Reimbursement Expense Reports
Out of pocket reimbursable expenses should be submitted as an expense report. The Travel Expense Report/Employee Reimbursement Form is no longer used and should not be submitted to Accounts Payable.
Employees will continue to be reimbursed once a month at the end of the month.
Out of pocket expenses can be included with purchase card transactions on the same Expense Report. Oracle will separate the amount owed to the employee from the amount owed to Wells Fargo.
If an employee owes money to the college due to personal charges on a purchase card, any reimbursement due to the employee will net against that debt prior to being paid out to the employee. Refer to Procedures for Expense Reimbursement for detailed instructions on creating an Expense Report for employee reimbursement.