St. Olaf College | Oracle Reference Page
December 19, 2023
Oracle Update
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Help Sessions, News, and Deadlines

Oracle is live!

  • Faculty and Staff: You will have received an email from Leslie Moore on Monday, December 18, giving you access to Oracle. Please access Oracle through that email.
  • You can also log in here: Oracle login
    • We will not have the Oracle login in the Oracle website until December 23, which is when we will give our 2,000 student employees access to Oracle.
Engage

Questions about Oracle?

  • Visit the Oracle Reference Page to view videos and reference guides about how to navigate Oracle
  • Review the Checklist of Information to Confirm in Oracle to make sure that your personal information is accurate
  • The Oracle HelpDesk Ticketing System is now LIVE. (We fixed the issues that you were having on Monday. Log your questions here.
    • We expect a fair number of questions, and the Oracle HelpDesk will help ensure that we don’t miss your question.
    • As we respond, we can track questions, create spot training, identify bugs, determine positives and pain points, and report issues to Oracle.
  • The Business Office has created an Oracle section on its website to provide additional support. Please feel free to reach out to the Business Office directly.

Drop-in Help Sessions

  • Monday, December 18–Thursday, December 21 | 1–3 p.m. | BC 222
    • Please stop by for face-to-face support with questions or concerns you may have about Oracle. We look forward to assisting you.
  • Drop-in Sessions during January 2024
Updates and News
  • Exempt staff vacation and sick balances: Oracle will include your vacation and sick balances through November 30.
    • You will receive an email asking you to enter all of your leave by no later than December 29.
  • Non-exempt staff PTO balances: These balances will be updated in Oracle after the completion of the December 22 payroll. 
  • Cost Center Security: Starting on January 2nd, you will have access only to specific cost centers to charge invoices, create expense reports, and view reports.
    • You will receive instructions at a later date if you need access to additional cost centers. 
  • Accounts Payable: Please review the schedule for Accounts Payable over the next three weeks:
    • During the week of December 18, Accounts Payable will be processing payments as normally scheduled.
    • If you want your payments made before January 5, 2024, please submit your documentation by no later than 5 p.m. today, Tuesday, December 19.  
    • Documentation submitted by this date will be paid on December 22, 2023.
    • The Business Office will be closed and will not process payments during the week of December 25.
    • Today, December 19, is the last date that you will deliver payment documentation to Accounts Payable.
    • After December 19, please hold onto any documentation until Tuesday, January 2, 2024, the date by which we will have transitioned from Lawson to Oracle.  
    • From that date forward, employees will email all invoices and Accounts Payable Payment Request Forms to invoices@stolaf.edu for processing. 
    • Oracle will capture any invoices from this inbox and pull them into the system. 
  • Activity Codes: Currently, activity codes have different purposes across campus and are not defined in Lawson. The “Activity” segment in Oracle has a different purpose, however, and all values need to be defined. Please reach out to Nate Engle at engle1@stolaf.edu if you need to set up these values in Oracle. In your email to Nate, please describe how you use activities in Lawson and provide a listing of the values that you use.
  • TIAA: we are now in the blackout period, which has been extended to January 15, 2024, during which you will not be able to access TIAA or make changes to your retirement contributions.
    • You will receive information directly from TIAA about how to access TIAA through Oracle and about the steps you will need to take.
Payroll and other Deadlines
  • Non-exempt (hourly) staff — time entry and December pay in Oracle:
    • Please complete your time cards BEFORE leaving for the holiday break if you know — in advance — that you will not be working.
    • If you will be working, or are called into work, DURING the holiday break, please complete your time cards before December 29.
    • You may receive notifications to adjust your time in TES for the December 2–15 pay period to complete your last paycheck for the current period, which will be paid on December 22.
  • Faculty and exempt staff — December pay: You will receive your paycheck on December 29, and your December statement will appear in ESS. Your January pay statement will appear in Oracle.
  • Your W-2, annual salary letter, and 1095-C: Documents for 2023 and earlier years will still be available in Document Self-Service (DSS). Beginning in 2024, these documents will be in Oracle. 
  • Wells Fargo: We will continue to use Wells Fargo until the end of the statement period (December 21).
  • Lawson: We will continue to use Lawson through the end of December for our financial reporting.
  • Oracle Expenses and Invoicing: These modules will go live after January 1, 2024.
Faq
  • My Personal Choice Day balance is incorrect.
    • We are working with Oracle to fix the problem. Stay tuned.
  • I want to enter my Highest Education Level into “ME,” but the system won’t let me do it.  
    • This information was not stored in Lawson, and it is a new field for us in Oracle.
    • Unfortunately, users can’t edit that field. Please submit a ticket, and we will enter that information for you.
  • The system won’t let me enter my 10-digit phone number into the phone field.
    • You need to enter your area code in the “Area Code” field (which is now starred) and the remaining seven digits of your phone number in the “Number” field.