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. Log your questions here
• 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

• Stop by Buntrock 222 for help and support:
  • If you’re looking ahead, please review the full schedule of Oracle Drop-In Sessions — January 2024. 
  • Faculty Recruiting: drop-in sessions for faculty recruiting will start on January 17.
  • Student Employment: next week’s drop-in sessions are for Student Employment Supervisors who have already attended the Student Employment Workshops.

Tuesday, January 9–Tuesday, January 16

Time Cards:

• SAVE and CLOSE time cards during the pay period and BEFORE the pay period ends. SUBMIT time cards only at the end of the pay period. If you submit them every time, you will be bombarding your supervisor with unnecessary notifications!
• Hours Worked: you must include your START TIME and END TIME for Regular work and Holiday Worked. Do not use the HOURS field, which you should use only for Holiday Pay.
• Absence Requests: you need to SUBMIT absence requests as well as SAVE them. If you fail to SUBMIT them, your supervisor won’t receive them. 
• I’ve Got the Wrong Supervisor! let your real supervisor know and ask your supervisor to submit a ticket through TDX (as the correction will occur in your supervisor’s “My Team” tab.) 

Reminders for Supervisors:  

• When reviewing time cards, please make sure that your team members are logging START TIMES and END TIMES for Regular work and Holiday Worked. The Hours field is used only for Holiday Pay.   
• Please make sure that your team members are entering the right number of Holiday hours in the HOURS field.
• Please make sure that your team members are SUBMITTING Absence Requests and not simply SAVING them.
• Your team members will reach out to you if they have the wrong supervisor. To ask for a correction, please submit a ticket. 

Having Trouble with your Approval Emails?

• Option 1: In the approval email, click on “Approve.” You will receive an email in response. Send that email to Oracle as you would any other email, and the approval will go through.
• Option 2: go into Oracle, click on the link in the bell notification, and approve there. 

Student Employment:

• All student employees must have a work award, and they must be hired in Oracle and have a completed I-9 before they begin working. If a student begins working without a completed I-9, the college will be in violation of federal law.

Accounts Payable:

• Pease email all invoices and Accounts Payable Payment Request Forms to invoices@stolaf.edu for processing. You can find directions for this process here.
• Oracle will capture any invoices from this inbox and pull them into the system. 

Expenses:

• You can find directions for Oracle Expenses here.

Account Values:

• If you are unsure of what account coding to use in Oracle, please refer to the mapping table, which includes Lawson to Oracle Conversions, here.
  • You can view more information about the Oracle Account Structure (and how it differs from the Lawson Account Structure) here. This link provides a list of the funds, cost centers, accounts, and activities in Oracle. 

Print Center Jobs: 

• When submitting a job to the Print Center, please be sure to use the correct Oracle Fund and Oracle Cost Center. To find the Fund and Cost Center, please review the information in the “Account Values” section above. 

Cost Center Security: 

• Your access is now limited to specific cost centers, to which you will charge invoices, create expense reports, and view reports.
  • You will be able to view the cost centers to which you have access when you try coding an expense or invoice. 
  • Because we are still working on creating a process to request changes, please email engle1@stolaf.edu if you need access to additional cost centers. 

Financial Reporting: 

• We are still working on completing the financial reports to which you will have access. These reports will include the budget reports that you previously accessed through Lawson Web. We expect to have these reports available soon, and we will let you know when they are ready.   

Activity Codes:

• In Oracle, all values in “Activities” need to be defined. Please reach out to Nate Engle at engle1@stolaf.edu if you need to set up these values. In your email to Nate, please describe how you used activities in Lawson and provide a listing of the values that you use.

TIAA: 

• We are still 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.

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 available on Oracle.
  • We will notify you when your 2023 tax documents are available, which will be before January 31, 2024.