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Oracle Cloud: Updates and Information

Reconciliation of these transactions is time sensitive given the approaching end of the academic year. All transactions should be reconciled by Friday May 30.

If you have any questions, contact purchasing@wheaton.edu or attend one of the open call in sessions, conducted via Teams, available:

Moving forward...

  • Information on reconciliations will be distributed to the division heads monthly
  • P-card transactions must be reconciled within thirty days unless they are directly tied to grant funding.

Oracle ERP Support (Accounting/Finance)

Helpful Processing Reminders:

  • For expense reports: include all required receipts or missing receipt affidavits when submitting the report. Also, please make sure you assign each expense to the correct Oracle Fund, Org, Account, and Program Code (FOAP). The default FOAP for expenses often needs to be overwritten. The Banner-Oracle account crosswalk is a resource for you as you do so. Attention to these matters will help prevent further additions to the backlog.

Questions? Check out this comprehensive list ofOracle ERP FAQs (updated 10/4) or review the tutorials posted below.

If you still need assistance after reviewing the training videos and FAQ's please submit your requests to one of the following inboxes:


Oracle Job Aids

Check out our Oracle ERP FAQs (updated 10/4)

Forms

  • Oracle New Vendor Request Form(accessible on campus or through VPN)

  • Outstanding vendor requests: Vendor requests will be automatically marked as inactive/deactivated in OnBase at 90 days. Vendors may be reactivated upon request (communicated by email to vendors@wheaton.edu). The original email from OnBase containing the registration link remains available even after deactivation.

When a vendor is marked inactive/deactivated

      • Vendor setup request is marked as "Inactive" in OnBase
      • All vendor setup email reminder notifications are turned off
      • Vendor setup is presumed as no longer required unless we hear from them or you (the Wheaton contact/requestor)

Job Aids

Self-paced pre-recorded tutorials: In-lieu of recording the in-person training sessions, we are providing video tutorials on all topics.

Procurement Tutorials

    Watch Tutorials Now

    Questions?

    • With the new system, are there any changes to how leave and/or paid time off is administered?

    Yes, please refer to this memo from Human Resources on the changes to leave policies and administration, effective April 1, 2023. This includes details on sick time, vacation time, holiday time, and more.

    • When will I start using Oracle to enter my timesheet? (for hourly employees/student workers)

    Beginning on March 19th, hourly employees and student workers will begin entering hours into Oracle Cloud. Please refer to the job aid below for step-by-step instructions on how to do so.

    FAQ's related to Time and Absence Reporting in Oracle

    • What is Oracle Cloud?

    Oracle Cloud is the program that is replacing our legacy Finance and Human Resources software application suite, Banner.

    • Why are we moving to Oracle Cloud?

    Oracle represents an important step forward in these core IT applications. It will allow us to implement several best practices and efficiencies. It will simplify AIT activity, reduce duplicative work, and increase data security.

    • When does the program switch happen?
      • The Oracle HR application will go live in March 2023.
      • The Oracle Finance application will go live in July 2023.

    Oracle System / Technology related questions:

    Please contact the AIT Service Desk at 630-752-4357 (HELP)/ait.service.desk@wheaton.edu for questions related to:

    • System Access Issues
    • Time & Leave Reporting and Approval Process

    Human Resources related questions: Please email hr@wheaton.edu.A Human Resources Office representative will respond as soon as possible. Please Note: There may be a slight delay in response-time as their office works through the migration process in addition to their regular office functions. We appreciate your patience.

    Updates to Student Employment and Pooled Position Hiring | Author: Human Resources | November 6, 2023

    Spring 2024 Educational Benefit Process Update | Author: Human Resources | October 30, 2023

    Oracle Status Update | Author: Chad Rynbrandt | October 25, 2023

    Additional Student Employment Information | Author: Human Resources | September 6, 2023

    New FAQs and Communication System | Author: Controller | August 16, 2023

    HR Trainings and FWS Update | Author: Human Resources | August 4, 2023

    Oracle Finance Updates | Author: Carlos Garcia | July 27, 2023

    Oracle Finance Updates: One Week Post Go-Live | Author: Carlos Garcia | July 17, 2023

    Oracle Finance Launch | Authors: Carlos Garcia & Alan Wolff | July 10, 2023

    Oracle Finance Training: Expenses & Procurement | Author: Carlos Garcia | June 21, 2023

    Oracle Finance Conversion Update | Author: Chad Rybrandt | June 21, 2023

    Oracle Cloud for Accounting and Finance Processes | Author: Chad Rynbrandt | May 4, 2023

    Education Benefit Process Update | Author: Human Resources | May 1, 2023

    Hiring a Student or Temp | Author: Human Resources | May 1, 2023

    Oracle Updates and New FAQs | Author: Human Resources | March 27, 2023

    Delayed Rollout of Oracle Web Clock for Time Reporting | Author: Chad Rynbrandt | March 9, 2023

    Oracle HCM Trainings: Department Support Staff | Author: Human Resources | March 8, 2023

    Oracle HCM Trainings: Managers| Author: Human Resources | March 8, 2023

    Reminder: Review Personal Information in Banner | Author: Human Resources | February 23, 2023

    HR Employee Sessions and Implementation Memo | Author: Human Resources | February 7, 2023

    Paid Time Off (PTO) Program Changes | Author: Human Resources | February 1, 2023

    Timesheet & Leave Report Due Date Changes | Author: Human Resources | January 31, 2023

    Oracle Cloud Project Implementation Date Changes | Author: Chad Rynbrandt | November 15, 2022

    Oracle Cloud Campus Announcement | Author: Chad Rynbrandt | July 13, 2022

    630.752.4357 (HELP)

    If you can't find what you're looking for or would like additional help, contact the AIT Service Desk for personalized assistance.

    Email Us

    Procurement Tutorials