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Monthly Archive for August, 2009

AUGUST 2009

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www.wesleyan.edu/finance/financeDept

wfs.blogs.wesleyan.edu

Important Reminders
1. WFS – Various Reminders and Tips
2. Month End Reports
3. Mileage Rate 

Other News
4. Accounts Payable  
5. Purchasing News
6. Purchasing Card 
7. Who to Contact?

 

1. WFS
Information and Training

Be sure to visit the WFS Blog for the most up to date information, training materials and any new forms.

Training classes for the month of August have been scheduled as shown on the attachment.  All classes will be held in PAC 100.  These classes provide an opportunity for “hands-on” use of the system. To register for these classes, please go to the ITS Training web site: www.wesleyan.edu/training/wfs_train.html

There are also various drop in demo sessions that are not hands on and do not require advanced registration.  These are announced via email on a week-by-week schedule.

If you can’t make it to a session or want a refresher, some on line training is available through UPK (User Productivity Kit) located at the bottom left of the WFS Blog.

 2. MONTH END REPORTS 
At this point, reporting in WFS is based on the Budget Overview panels that are being shown in the demo sessions. Details on monthly reporting will follow soon.  The WFS Project team is working on a replacement tool for monthly reports. See attached for additional information on the WFS concept of Month End.

   3. MILEAGE
 A reminder that the mileage rate has decreased as of July 1, 2009.  The mileage rate is now 55 cents.

4.  ACCOUNTS PAYABLE
Accounts Payable will be collecting information from our existing vendors using our New Vendor/Substitute W-9 form. New vendors will not be set up for payment until this form is received by the accounts payable department.  New vendors can be requested using the WFS New Vendor Request form in the Administrative Applications section of your portfolio.  Please be sure to check the WFS system to see if the vendor exists prior to requesting a new vendor. 

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

5. PURCHASING NEWS
See attached for August purchasing news on WB Mason and Sanditz Travel.

6. PURCHASING CARD 
Reminder that users have the option of using the new WFS procedures for their July 20 PCard statement or submitting via paper.  On a monthly basis, charges will be downloaded from the PCard panels to create vouchers that will route through workflow and get posted to your Smartkey.  As of the August billing cycle, paper statements will no long be received.  All backup documentation should be attached to the WFS voucher and routed through workflow for approval.  Scanning instructions can be found on the WFS Blog.  PCard training is available through your portfolio if you are a cardholder or reallocater. 

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).

 7. 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
WFS Help wfshelp@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