Frequently Asked Questions

GMHEC offers a great knowledge base about Oracle. On this page, you’ll find instructions, with screenshots, on how to:

Add an important document
Add a photo
Change your name
Update my gender, race, ethnicity, and marital status
Change your email, phone number, or address
Access your W-2 or update your W-4
View your payslips and update Direct Deposit information
Change beneficiaries or update your retirement contribution
Manage time cards
Request time off

Email our Payroll team at payroll@gmhec.org or call 802-443-2100.

Contact your Benefits Team at GMHEC. Email benefits@gmhec.org or call 802-443-5485.

Visit the GMHEC Knowledge Base.  Scroll down to How do I update my retirement contribution for instructions.

Email benefits@gmhec.org or call 802-443-5485 to speak with Kelley or another member of your Benefits Team who can support you.

Reach out to your HR Business Partner who is here to support you at every stage. No question is too big or too small.

Email HR@middlebury.edu and our team will get it to the right place.

Email HR@middlebury.edu. This email is checked often by HR staff who can answer your question or point you in the right direction.

In order to complete your onboarding, you must do the following: 

• Review Welcome Email. Expect an email titled, “Onboarding Next Steps” from Oracle (egqw.fa.sender@workflow.mail.us2.cloud.oracle.com).
• Activate your Middlebury Email account. Expect an email titled, “Welcome to Middlebury – Account Activation Information Enclosed” to the email address used on your application.
• Activate Middlebury Multi-Factor Authentication. Instructions are available here.
• Log into Oracle HCM and begin your Onboarding Journey. HCM is our HR Information System, used for storing employment info, processing payroll, etc. Please read this before logging into Oracle to avoid locking your account! Once logged into Oracle, you will see “Journeys” on the home page under the “Me” tab. More information about onboarding tasks may be found here. Please note that some tasks will not be available until your first day of employment.
• Complete your I-9 form before the end of your third day.

All job openings are listed here at: https://apply.workable.com/middleburycollege/?lng=en

For information on how to access Oracle, please visit our General Navigation webpage.

Middlebury pays it’s employees on a bi-weekly basis. To find exact dates on when you will receive your paycheck, please visit our Pay Calendars webpage.

• Pay slips for pay dates 1/10/25 - 3/21/25 are available in Oracle Document Records. You will need to remove the “Payroll Excluded” filter to see your pay slips. Document Records can be accessed from the Personal Information app on the home page.
• Pay slips for pay dates 4/4/25 or later will be available in My Payslips. From the home screen, click the “Pay” app, then “My Payslips.” These will also be available in Document Records (see above).

For information on how to submit your resignation, please see our Leaving Middlebury webpage.

For information on how to submit your retirement, please see our Retiring From Middlebury webpage.

For information on how to enter your time in Oracle, please visit our Time Entry webpage.

If you make an error in your time card, simply open the time card and correct the mistake.

You can correct/edit any time card from a pay period within the last 28 days, even if it has already been approved and gone through payroll. Simply log into Oracle and click the time card you wish to edit. Make the necessary changes and re-submit the time card to your supervisor for review/approval. If you are owed any hours or adjustments, they will be processed in the subsequent paycheck(s).

Please notify your manager if you are correcting an existing time card. They will need to approve or re-approve it in a timely manner, in order to prevent issues with payroll.

To add a comment, open the time card and right click on the relevant box/cell, then select “Add Comment” from the drop-down menu. Type your comment, then click Save in the bottom right corner.

For information on how to submit an absence and how to view your absence balance, please visit our Absence Management webpage.

If you receive multiple notifications to approve a timecard, this is usually because the employee has multiple assignments. You will continue to receive approval notifications until all managers have approved the timecard. You do not need to approve it more than once.

Yes, managers must enter separate delegates for each category of transaction being delegated.

When an staff member notifies their supervisor that they plan to leave their employment at Middlebury, the supervisor should enter the resignation into Oracle HCM.

See Staff Resignations for more information and a checklist of actions for managers.

Once a timecard has been submitted, you can approve the timecard in either your bell notifications within Oracle or by clicking on “Access this task in the workspace application” in your email notification, which will take you to the in-app notification.

Yes, a manager can delegate approvals by category of transaction.

• Navigate to the home screen, Me tab, and click the “Roles and Delegations” app.
• Scroll to the bottom and expand the “Approval Delegations” section.
• Click the “+ Add” button to add a delegate.
• Name the delegation under “Rule Name.” Give it a meaningful name, e.g. time approval for March vacation.
• Choose a start date (this is required), and an end date if applicable.
• Choose the category of approval.
• Enter the name of the employee to whom you want to delegate in the “Delegate To” box. Make sure you select the correct Business title if they have multiple positions.
• Click “Save” and repeat the process as needed for any other delegations.

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