January 2009

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Important Reminders
1. Accounts Payable – Holiday Deadlines
2. Payments to External Vendors
3. CT Minimum Wage Increase

Other News
4. Purchasing Card – Download Dates
5. Purchasing News – Pro Shred, Green Vendor Show
6. Month End Reports – Eprint reports
7. Who to Contact?

Due to the Martin Luther King holiday, all vouchers for payment on January 23rd are due to Accounts Payable by noon on January 14.  The 2009 Accounts Payable holiday schedule will be distributed in the coming weeks.

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

In general, it is the policy of Accounts Payable to mail checks to vendors with sufficient time to either take advantage of offered discounts, or to comply with the terms noted on their respective invoice.  Best business practices call for payments to vendors between 30 to 45 days after the invoice date.   Accounts Payable is processing checks according to this guideline.  Wesleyan’s cash is an important asset to the university and requires careful management.   Wesleyan pays its bills, and vendors do not need to worry about being paid, an important benefit especially in difficult financial times.

A reminder that the Connecticut state minimum wage increased by $.35 from $7.65 to $8.00 on January 1, 2009. 

PCARD charges will be downloaded on Friday, January 23rd for billing cycle ending January 20th, 2009.  Be sure to access SDOL to reallocate any charges prior to the download.  Any reallocation after the download will require an ELF Entry.  For planning purposes, the following are the download dates for February and March:

February 2009    Wednesday 2/25/09
March 2009        Wednesday 3/25/09

Reconciled and approved PCARD statements are due to the Finance Office by January 20th with supporting documentation.

Cash Advance Option – If you have a cash advance option on your card there are PCard cash advance procedures that must be followed to create a PIN and access the cash advance.  A cash advance fee of 2% of the advance amount will be charged to your account.

For immediate assistance with your JPMorgan Purchasing Card, call the 24 hour Customer Service number on the back of your card (800)316-6056 or (847)488-3748 outside the U.S.

Contact pcard@wesleyan.edu for all card maintenance requests (i.e., credit limit increases/decreases, name change, address change).

Attached is the 2009 pickup schedule for shredding confidential material.  Please mark your calendar. 

 If you are not currently using ProShred, and would like to learn more about their services, please contact Olga, obookas@wesleyan.edu.

2009 ~ GREEN VENDOR SHOW ~ 6. MONTH END REPORTS – Eprint Reports
The December 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.

Wesleyan University plans to sponsor another exciting and sizeable sustainable vendor show on Wednesday, January 14, 2009. 

 Several of our major preferred vendors: W.B. Mason and Fisher Scientific along with FedEX, Sanditz Travel, Proshred, Sprint/Nextel, Barker Specialty, and Advanced Printing, will provide new environmental and exciting ideas with their products and services.  This year’s theme will be “Sustainability. Are you in?” We will have over 40 vendors attending. The audience will be faculty and staff.  Please mark your calendar and see attached flyer for more details. 

  • Learn about what these companies are doing to be eco-friendly
  • Support University-wide initiatives of environmentally-friendly products and services
  • Receive free samples from vendors on display
  • Enter to win door prizes
  • Refreshments will be served

 For your convenience, Premier Limousine will provide free transportation from the Science Center to Fayerweather/Beckham Hall and back. The service will be available every half hour.   Please announce as much as possible to all faculty and staff as this is an important event!

 For more information, please email Olga Bookas at obookas@wesleyan.edu. Looking forward to seeing you all!


Please save these sites as favorites for quick answers to questions you might have.
Finance Office Website http://www.wesleyan.edu/finance/financeDept/
Finance Monthly Blog http://financemonthly.blogs.wesleyn.edu
New Financial System Blog http://wfs.blogs.wesleyan.edu/
Contact Information http://www.wesleyan.edu/finance/misc/contactInformation/

Email Addresses:
General Finance finance@wesleyan.edu.
PCard pcard@wesleyan.edu
Accounts Payable ap@wesleyan.edu
Purchasing obookas@wesleyan.edu

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

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