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Key Finance and HR Deadlines for Oracle Transition

Posted by on Wednesday, October 11, 2017 in DOS News.

 Oracle Go-Live dates:

  • Oracle timesheet will go-live December 17, 2017.
  • Most Oracle modules (including purchasing, procurement, and expense reporting) are scheduled to go-live on January 3, 2018.

Current System deadlines:

Payroll – submit calendar 2017 payroll actions by November 30, 2017:

  •  All staff and student payroll actions effective for December 2017 should be submitted for processing by November 15th
  • The ePAC system will shut down on December 1, 2017.  After December 1st the system will be view only except for Retroactive Distribution Changes (RDCs).
  • Payroll changes effective after December 31st can be entered into the Oracle Cloud system after January go-live.
  • Reach out to Pat Helland or your Finance team if you have questions about payroll actions in your area.

 Concur Expenses –Travel and other reimbursement reports should be submitted and approved by December 8th:

  •  Employees requesting travel or other reimbursement must have reports submitted and approved in Concur expense by Friday, December 8th(to ensure reimbursement occurs prior to system shutdown).
  • Travel and other expense reports not submitted by December 8th should be entered in the new Oracle expense module after January go-live.

 Concur Expenses – One Card reports should be submitted and approved by December 13th :

  •  One Card holders must have reports for all open transactions submitted and approved in Concur Expense by Wednesday, December 13th.
  • One Cards will still be active after Concur shutdown, expenses will feed into the Oracle expense module and reports can be created after January go-live.

 eProcurement – system shut down on December 15th:

  • No new requisitions can be created, no new POs will be issued, and no invoice payments will be made from eProcurement shut down on December 15th until January go -live.
  • If you have invoices that need to be paid in December, please make sure you send them to Procurement as soon as possible prior to system shutdown.
  • All active, open purchase orders in eProcurement as of December 15th will be loaded into Oracle Procurement for January go-live.

Timesheets – e-Timesheet shuts down December 18th, Oracle timesheet system launches December 17th:

  •  The current e-Timesheet system will be retired after the biweekly pay period ending December 16, 2017.  Final submission and approvals in e-Timesheet must be completed by the usual Monday, 4pm deadline on December 18th.
  • The new Oracle timesheet system will be active and ready for use on December 17th.
  • Please keep in mind the transition to Oracle timesheet will happen the week before Winter Break begins on December 22nd. When possible, employees should submit timesheets and supervisors should approve before leaving for Winter Break to prevent any issues with timesheet deadlines on January 2nd (the first day after Winter Break). 

Exempt Time Off – November will be the last month reported in Exempt Time Off (ETO):

  •  The deadline to submit final November reports will be earlier than the current deadline of the 10th, managers and staff should plan to submit and approve reports by December 1st.
  • December exempt time off will be reported in Oracle system, and submitted and approved by January 8th. 
  • In the Oracle system exempt leave will be requested and approved, and PTO balances will be updated, on a real-time basis.

 Other HR Systems – shutdown in December:

  •  C2HR will become read only as of December 1, 2017.  Employees will not be able to change any personal information in C2HR after December 1st  but changes can be made in the new Oracle Self Service module after January go-live.
  • Taleo Talent Central will shut down in mid-December and the new version of Taleo will be launched as part of January go-live.  Please work with Pat Helland as early as possible to discuss impact on possible recruiting activity for your area in December.

Again please reach out to your supervisor or Finance team with any questions and thanks so much for helping ensure a successful and smooth transition – Housing and DOS Finance Team

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