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Monthly Archive for November, 2009

NOVEMBER 2009

www.wesleyan.edu/finance/financeDept

wfs.blogs.wesleyan.edu

 

Important Reminders
1. WFS Chargeback Journals and Other Journal Prefixes
2. Interfund Journal Lines
3. WFS Review  

Other News
4. Accounts Payable – Business Purpose and Itemized Receipts
5. Purchasing News
6. Purchasing Card
7. Who to Contact?

1. WFS Chargeback Journals and Other Journal Prefixes
Journals with a prefix of CBK are chargeback journals.  The University has various chargeback centers that process interdepartmental transfers for services.  These journals are processed through an automated job and are differentiated from Smart Doc journals by the CBK at the beginning of the journal ID.  Depending on certain criteria, some CBK journals are submitted to workflow (Physical plant labor, Box office charges, Events) and some are posted directly (Proshred, AV charges, International calls).  For those that are submitted to workflow, the email to approve the CBK journal will come from WFSHelp, again, due to the nature of these being submitted through an automated job.

Other prefixes, and their meanings, that you will see on journal ids are:

FDX – Federal Express Charges
GMFA – Grants F & A
INF – Infinet
MIL – Millenium
PAY – Payroll
PCH – Posim/Chemistry
PIT – Posim/ITS
PSS – Posim/Scientific Support Services
TRN -ITS Training
WST – Wes Station

2. INTERFUND JOURNAL LINES
The University operates under a system of Fund Accounting.  If journal lines use different funds (remember the fund number is the first three digits of the smartkey) the system will automatically create additional lines that bring the funds in balance.  These lines show up with a description of “Due to/fr current” and their dollar values are included into the journal totals, thus creating the appearance of duplicating the transactions.  Users do not need to be concerned with this duplication.  It occurs on different accounts and does not affect budget.  

3.  WFS REVIEW
As more information becomes available, please be sure to review your Smartkey activity and budget.  Suggested review points are as follows:

  • Search Journal and Voucher “Find and Existing Value” for old documents that have not been processed. You can check if you have any denied smartdocs by searching in the “Find an Existing Value” panel under the appropriate smartdoc.  There is a status column with the results or you can filter the results to show only “denied” smartdocs by selecting “denied” in the status dropdown.  If your voucher or PO was denied, make the appropriate changes, budget check, and resubmit.  A denied smartdoc has been budget checked and therefore either encumbers or expenses the budget, it does not go away.  You should not create a new smartdoc to complete the process. 
  • Request closing of any old outstanding PO’s either through wfshelp@wesleyan.edu
  • Ensure all fully approved PO’s have been dispatched.
  • Review Budget Overview to ensure what was expected to hit your Smartkey is accurately reflected. 

 4.  ACCOUNTS PAYABLE – Business Purpose, Itemized Receipts and Thanksgiving Recess.

Reminder that, per the Wesleyan Travel Policy, business purpose and itemized receipts are required documentation for meal charges submitted both as an expense reimbursement or PCard charge.  Business purpose support should include itineraries, conference schedules and meeting participants in addition to how it relates to Wesleyan.  An example of a valid itemized receipt is attached.  Simply providing the credit card receipt is not valid documentation.  In addition, requests for expense reimbursement must be received within 30 days from the purchase or from the date of trip return.  The IRS considers expense reimbursements as cash payments to individuals that are not taxed.  Due to this tax exemption, there are documentation standards that must be met and are subject to audit.

The Accounts Payable department has a check run once a week on Fridays. All vouchers received by 4 pm on Monday, are guaranteed to be processed for payment on the following Friday check run. If time allows every effort is made to continue processing vouchers received after the deadline.  Keep in mind that the net terms always determine check/ach payment date.

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

On Thursday and Friday, November 26th and 27th, the University will observe the Thanksgiving Holiday.   All Accounts Payable Vouchers that must be paid on Wednesday, November 25th must be received in the Accounts Payable Inbox no later than Thursday, November 19th, at 4:00 p.m.   Any AP checks marked for pick up on November 25th must be picked up by 12:00 noon on that day or they will be mailed to the payee.

 5.  PURCHASING NEWS
Olga Bookas is currently on medical leave.  She will have access to email and will reply to phone messages.  In her absence, Sherri Condon will assist her. Below are important vendors and their contact information in case you need to contact them:

 Advanced Printing:     Mike Kalman              (860) 583-1906 x109
Crystal Rock:              John Peters                  (800) 525-0070 x7189
Ikon:    Sales Rep        Tanya Sweeney           (860) 659-1361 ext. 6706
Ikon:    Technician       Bob Moreland             (860) 234-0937   
ProShred:                    David Symonds          (203) 303-8500          
Sanditz Travel:            Patti Biss                     (860) 344-7033
Sprint/Nextel:              Maria Xavier               (860) 867-7164
Verizon:                      Brandon O’Dell           (860)-338-5375
WB Mason:                 Julie Bunce                  (888) 926-2766 Ext. 8103

 6. PURCHASING CARD
All cardholders with Pcard activity are required to review their Pcard statement vouchers in WFS.  Even though another user may prepare the submission of the voucher, cardholders are still required to be included in the workflow.  Cardholders may pull up their Pcard voucher after it is processed and review their charges and “save and submit” their Pcard voucher.  Or, the cardholder may be ad hoc’d  into workflow.  If a cardholder is ad hoc’d into workflow, please indicate in message to AP “cardholder ad hoc’d”.  

Vouchers are created and are available to cardholders by searching on invoice id that begins with their email username.  You will not have a voucher if you did not have any activity on the card during that billing cycle.

All Pcard vouchers for the billing cycle ending October 20th must be submitted to workflow and approved by November 20th.

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. Items for inclusion are due five business days before the end of each month and can be submitted to finance@wesleyan.edu