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Monthly Archive for June, 2009

JUNE 2009

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www.wesleyan.edu/finance/financeDept

Important Reminders
1. Mileage Rate 
2. Month End Reports – ITS Store Charges, PCard Charges
3. WFS Update – Training
4. Year End

Other News
5. Accounts Payable  
6. WB Mason – April, May charges
7. Purchasing Card – May Download, Special June Download Dates!
8. Who to Contact?

 

1. MILEAGE RATE
The mileage rate will decrease to $0.55 on July 1, 2009.  

 2. MONTH END REPORTS – ITS Store Charges, May PCard charges
It was noted that not all of duplicated ITS Store charges were reversed in the April reports.  This should be rectified in the May reports.  Please check ITS Store charges carefully. 

In addition, May PCard charges are not reflected in the May EPrint reports.  They did not make the monthly cycle but are reflected in Inquiry as of June 5.  We apologize for any inconvenience this may cause.

Inquiry reports have been updated for May month end jobs.  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.

 3. WFS UPDATE
Please visit the WFS blog for status updates and answers to Frequently Asked Questions.  Questions and comments on the project can also be submitted from the page. 

Training will begin June 15 and run through September.  A detailed training schedule will be published next week.  Notification will be sent when the on-line registration process is available.

4. YEAR END
The year end schedule has been distributed and can be found at www.wesleyan.edu/finance/financeDept.  

Now is the time to monitor budgets and expenses very carefully.  Remember that expenses are to be charged in the year in which the goods are received or the services are performed.  The presentation contains detailed examples of how accruals and prepaid expenses are handled at year end. 

 5.  ACCOUNTS PAYABLE
To get ready for our new financial system, Accounts Payable will be collecting information from our existing vendors using our New Vendor/Substitute W-9 form. This form will be available soon on our web site. In the near future a new vendor will not be set up for payment until this form is received by the accounts payable department.

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

6. WB MASON
The University has not been billed by WB Mason for April and May charges that were paid on account.  We are working to rectify this as soon as possible.  Please use Inquiry for the most updated status of your account.

Reminder, if you have a University PCard, we encourage you to use the PCard for on line WB Mason purchases by choosing the Credit Card option at checkout.

 7. PURCHASING CARD 
As noted above, the May PCard charges are not reflected in May EPrint reports.  They did not make the month end cycle but are reflected in Inquiry as of June 5.  We apologize for any inconvenience.

Please be sure to monitor your monthly purchase limit, especially prior to making any large purchases.  This will ensure the card is not declined at the point of sale.

Special PCard downloads will be held in the month of June to provide timely data for year end budget analysis.  The following is a schedule of June download dates:

      Activity Posted/Download Date

  • May 21 – June 12/June 17
  • June 13 – June 20/June 24
  • June 21 – June 30/July 6

Be sure to access SDOL to reallocate any charges prior to the download.  Any reallocation after the download will require an ELF Entry.

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

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).

 8. WHO TO CONTACT
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

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