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
• Log your questions in the Oracle HelpDesk Ticketing System 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:
  • Faculty Recruiting: drop-in sessions for faculty recruiting will start on Tuesday, January 16.
  • Student Employment: drop-in sessions are for Student Employment Supervisors who have already attended the Student Employment Workshops.

Don’t Go Rogue: Hiring New Staff!
Please do NOT submit a job requisition / job posting to hire new staff without meeting first with Human Resources. 

• We’re seeing a lot of errors, and that’s wasting your time and ours. 
• Please reach out to Brad Hoff at hoff@stolaf.edu for assistance. 

Accounts Payable: 

• Please email all invoices and Accounts Payable Payment Request Forms to invoices@stolaf.edu for processing. You can find a Quick Reference Guide here.

Expenses and Purchase Cards:

• You can find a Quick Reference Guide 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. 
• 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.

Oracle “Cost Centers” and “Funds”:  

• 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. 
• Note: Funds are now associated with a specific cost center, which means that you do not need to request access to funds. Please use the Mapping Table to determine if your previous Lawson accounting unit is now an Oracle “Fund” or “Cost Center.”
• Please email engle1@stolaf.edu if you need access to additional cost centers. Please be patient as we work through the requests that we have received 

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. 

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. 

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. 

Completing your 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.

Submitting 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.

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.
• Review these FAQs to understand how Approvals work.

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. 
• Students can reopen Time Cards for prior pay periods as follow: Click on the “Time and Absences” tile; click on “Previous Time Cards”; in the date field located at the upper-left-hand corner of the screen, type in the earlier date; click the “Add” button at the top-right-hand corner of the screen; and then click the “Add” button again to add the time worked.

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. 

Your W-2, annual salary letter, and 1095-C: 

• Documents for 2023 and earlier years will be available in Document Self-Service (DSS). Beginning in 2024, these documents will be available on Oracle. 
• You should have received a notification that your 2023 tax documents are now available for review.