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Monthly Archive for December, 2009

DECEMBER 2009

www.wesleyan.edu/finance/financeDept

wfs.blogs.wesleyan.edu

 

Important Reminders
1. WFS Journal Budget Warnings
2. WFS Review  

Other News
3. Accounts Payable – Holiday Deadlines, Payment Terms
4. Purchasing News
5. Purchasing Card – Dec. WFS Training Dates
6. Who to Contact?

1. WFS JOURNAL BUDGET WARNINGS
Some journals are experiencing budget warnings due to the credit line of the journal.  If you receive budget warnings, be sure to check available budget on the journal line that pertains the department you are approving.  If budget is available then assume the warning is a result of the credit.  We are working on remedying this so that the budget warning is more functional.

2.  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 Wesleyan Inquiry to ensure what was expected to hit your Smartkey is accurately reflected. 

 3.  ACCOUNTS PAYABLE – Holiday deadlines , Payment terms

Wesleyan’s net 30 payment terms determines when a payment is made. This is 30 days from the invoice date that you put in the voucher.  If a payment needs to be made prior to the 30 days, please follow these instructions when completing a voucher.

 In the Instruction for AP field type DD (For Due Date) followed by the six digit date that the check is needed by. 

**Important-Please make sure that this is typed before any other information in this field since our AP inbox only picks up the first 15 characters of this field.

Due to the Holiday break, Thursday, December 24th, 2009 through Friday, January 1st, 2010, our final check run for 2009 will be on Friday, December 18th.   All vouchers required to be paid by December 18th must be in the Accounts Payable inbox by 4:00pm on Friday, December 11th. Vouchers received after this deadline will be paid in January 2010.

 Checks will be available for pickup after 3:00 p.m. on Thursday, December 17th. All checks must be picked up by 12:00 noon on Friday; December 18th. Checks not picked up by this deadline will be mailed to the payee.

 There will be no Accounts Payable check run on December 25th or January 1st.

 The first check run for 2010 will be on Friday, January 8th for vouchers received in the Accounts Payable inbox by Friday, December 18th at 4:00pm.

 Please keep in mind that Wesleyan’s payment terms (Net 30 days) determines when a payment is made.

 Thank you in advance for your cooperation in adhering to our processing schedule. Please contact Tamara Harley at extension #2843 or Janet Gyurits at extension #2842 with any questions.

 4.  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

 5. PURCHASING CARD – Dec WFS Training Dates
Additional training times have been scheduled for the WFS PCard Module.

Thursday, December 10, 10:30 – 11:30
Wednesday, December 16, 10:30 – 11:30

Both training sessions will take place in PAC 100.  Please RSVP to Tami Sabo (tsabo@wesleyan.edu) if you plan on attending.

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 November 20th must be submitted to workflow and approved by December 21st.

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).

6. 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