Oracle Office Hours

• We are switching from Drop-in Hours to Office Hours in the offices of Oracle team members.
• Use our Office Hours if you don’t know how to do something (like coding an expense or hiring a staff member) and would like one-on-one assistance or education.
• Use the Oracle HelpDesk Ticketing System to report problems (like not knowing how to log in) or bugs that you find in Oracle’s transactions or processes. 

Week of Tuesday, January 30–Tuesday, February 6

Oracle Cost Centers, Funds and IPAT Funds:   

• Please use the Mapping Table to determine if your previous Lawson accounting unit is now an Oracle “Fund” or “Cost Center.”
• IPAT Funds: faculty members who have an IPAT “Fund” should now have access to Cost Center #11857 (IPAT). This is the cost center that you should use in combination with your unique IPAT fund number.
• 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 

Financial Reporting:

• You can find instructions on Financial Reporting here. Lawson transactions from June 2021 through December 2023 are now in Oracle. 

Transfers:

• We have disabled the form that you used to request a transfer in Lawson. Please review instructions here about how to request a transfer.

Purchasing:

• Amazon Business: starting in February, you will no longer need to log into the Amazon website. Instead, you will make purchases in Oracle utilizing the Amazon Business catalog. Stay tuned for more information.

Student Employment Supervisors:

• The next set of Student Employment Supervisor Workshops will begin on Monday, January 29, and will be held on Mondays, Wednesdays, and Fridays for two weeks.
  • Register now! Round 2: Student Employment Supervisor Workshops
• Are you a first-time Student Employment Supervisor who will be hiring students this spring?
  • Register at the link above for a Student Employment Supervisor Workshop.

Don’t Go Rogue: Get Help from HR before Hiring New Staff!

• Please reach out to Brad Hoff in Human Resources at hoff@stolaf.edu BEFORE you begin creating a Job Requisition / Job Posting to hire new staff. We’re seeing a lot of errors, and that’s not a good use of your time or ours.

Watch out for this Trap! Absence Requests:

• You must SUBMIT an Absence Request in order to activate it and send it to your Supervisor.
• If you hit Save and Close, your Absence Request won’t go to Payroll, and you won’t be paid.  

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. 

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. 
• Note: you will receive a daily notification when there are new charges to your purchase card. You do not need to code the transactions on a daily basis, and, more importantly, please do NOT submit an expense report on a daily basis. 
• Department Leaders and Expense Reports: please create guidelines about how frequently members of your department should submit their expense reports. The recommendation is to submit an expense report within approximately two weeks of the time when the expense was incurred. 

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. 
• You should have received a notification that your 2023 tax documents are now available for review.

• Visit the Oracle Reference Page to view videos and reference guides about how to navigate 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.