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Monthly Archive for August, 2008

August 2008

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www.wesleyan.edu/finance/financeDept

Important Reminders
1. Earnings Redistribution Request Web Form
2. Finance MeetingWFS Chart of Accounts Discussion
3. Purchasing Card – Sanditz Travel now accepts the PCard
4. New Travel Policy

New Financial System
5. WFS

Other News
6. Accounts PayableLabor Day deadlines/Limited Staff Sept. 8-12
7. Month End Reports – Eprint reports
8. Who to Contact?

1. EARNINGS REDISTRIBUTION REQUEST WEB FORM
A new web form, the “Earnings Redistribution Request Form,” will be available through your employee portfolio on August 11, 2008. This form should be used to request a redistribution of earnings that have posted to the financial system, either to correct position information or accounting information tied to the earnings.  This form will replace the “Personnel Compensation Redistribution Request Form.” 

This new form will provide many benefits including improved communication, built-in workflow and approvals, and automated transactions.  Once a request has been successfully submitted, the user will receive an email confirmation of the submission.  On the back-end, the form will be routed to the correct department (Grant and/or Financial Planning Office) to obtain the necessary approvals.  Once approved, the redistribution will be processed automatically and the user will receive notification.  

 A detailed explanation of the form and a training guide will be made available before the form goes live. If you currently have redistributions to request, please wait until the new form is rolled-out on August 11..  If you have any questions about using this form please contact Chris Andrews at candrews01@wesleyan.edu or x3153.

 2. FINANCE MEETING
The Finance Office will host an open meeting on Monday, August 18 from 11-12 in Usdan 108. A discussion of the proposed WFS Chart of Account structure will be held.

3. PURCHASING CARD
Sanditz Travel Management now accepts the Wesleyan PCard.  To register your PCard information, please visit their website, www.sanditz.com and perform the following steps:

  • Click on Business Travel
  • Click on the red “GetThere” icon.

New Users

  • Create Travel Profile
  • Unique identifier = business email address
  • Company code = WES
  • This will bring you to a form to create a travel profile including a section to store PCard information

Existing Users

  • Modify Travel Profile
  • Update your profile with the new PCard information

For your convenience, we have included a link directly to the travel profile on the Wesleyan Purchasing and Procurement website.  The traveler can also book travel arrangements by calling a Sanditz Travel Management agent at 800.858.4456.

PCard Implementation Status
We are continuing to implement the new Purchasing Card (PCard) sponsored by JPMorgan Chase and MasterCard throughout the University.  The card replaces the BoA Visa credit card and there are enhancements and updates to the program policies and procedures.

The PCard program has many benefits to both the cardholder and Wesleyan including eliminating the need to write out vouchers. Other benefits are listed in the Purchasing Card Program Policy .

For new JPMorgan PCard holders, statements still require cardholder and supervisor signatures, per the policy.  Currently, the statements do not have a designated line for these signatures.  We are working with JPMorgan for a solution.  In the meantime, please indicate the approvals on the front page of the statement.

Tami Sabo (x2958), is the P Card Program Administrator. Questions can also be addressed to the general P Card email pcard@wesleyan.edu

4. NEW TRAVEL POLICY
The new Travel and Other Expense Policy effective July 1 can be found at

http://www.wesleyan.edu/finance/financeDept/accounts/travelpolicynew.html

5. NEW WESLEYAN FINANCIAL SYSTEM (WFS)
The proposed WFS chart of accounts will be discussed at an open Finance meeting on Monday, August 18.  See topic number 2 for more details.

The Steering Committee is now forming various Project Teams.  Members of the Wesleyan financial community will be called upon during the implementation process to provide input into system and business processes.

The goal is to complete the implementation by July 2009. The Finance Monthly will be used as one way to inform the Wesleyan community about the WFS implementation. Please be sure to check occasionally for updates.

6. ACCOUNTS PAYABLE
Labor Day holiday: All vouchers for payment on Friday, September 5 are due to Accounts Payable by Wednesday, August 27 at 12 noon.

Accounts Payable will be at training the week ending September 12.  Please contact Lynne Gambell for urgent requests.  Checks will still be cut on the regular schedule.

Vouchers received by 4pm on Thursdays will be processed for payment in the following week’s Friday check run.

For accounts payable questions please contact Tammy Harley at x2843 or Janet Gyurits at x2842 or email ap@wesleyan.edu

7. MONTH END REPORTS – Eprint Reports
The July month end jobs have successfully run and the reports are currently available on Eprint. Users can access Eprint through the Administrative Applications area in their employee portfolio and by using their FRS operator number as the UserID and FRS Password as the Eprint password.

8. WHO TO CONTACT

Please save this site as a favorite for quick answers to questions you might have.
http://www.wesleyan.edu/finance/financeDept/

General Finance finance@wesleyan.edu.
PCard pcard@wesleyan.edu
Accounts Payable ap@wesleyan.edu
Purchasing obookas@wesleyan.edu
Other http://www.wesleyan.edu/finance/misc/contactInformation/

SUBMISSIONS FOR FINANCE MONTHLY
What topics would you like to see included in this monthly communication? Do you have a system tip you’d like to share? Finance Monthly will be e-mailed on a monthly basis, corresponding with the availability of month end financial reports. Items for inclusion are due five business days before the end of each month and can be submitted to finance@wesleyan.edu