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Monthly Archive for February, 2010

FEBRUARY 2010

www.wesleyan.edu/finance/financeDept

wfs.blogs.wesleyan.edu

 

Important Reminders
1. CT A&E Tax Rate Change
2. Payments to Non US Businesses 

Other News
3. Accounts Payable – Payment Terms
4. Purchasing News – WB Mason, Crowne Plaza, Proshred, Grainger
5. Purchasing Card – Voucher Build Dates
6. Who to Contact?

1. CT ATHLETES AND ENTERTAINERS TAX
The CT Department of Revenue Services (DRS) has increased the effective withholding rate for nonresident athletes or entertainers from 5% to 6.5%.  The University will withhold Connecticut income tax at the source of payment at a rate of 6.5 percent of the gross payment to performers, unless the Finance Office receives a notice of reduced or exempt withholding prior to payment to the performer.  For further information, please visit the DRS website at:  

http://www.ct.gov/drs/cwp/view.asp?a=1427&q=265056

2.  PAYMENTS TO NON US BUSINESSES
Please see the attached newsletter related to payments to non US businesses.

3.  ACCOUNTS PAYABLE – 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.

 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

WB Mason
Remanufactured toners:   Wesleyan encourages the use of Remanufactured toners.  The toners have been added to the contract.  This initiative is in line with continued commitment to sustainability and cost containment, both vital aspects to Wesleyan. Attached is a cross reference sheet.  Please use this sheet to ensure you are purchasing the correct remanufactured toner for your printer.  If you do not see your standard toner on this list, it means the remanufactured toner is not available at this time. 

 Furniture Orders: Please use account number 87217 for all future furniture orders. 

 Office Supplies Delivery Survey: Purchasing is looking for your input to reduce the office supplies delivery from 3 days per week to two.  We would like to implement Tuesday and Thursday deliveries on campus, unless an urgent delivery is required, which can be next day.  Please email Olga Bookas at obookas@wesleyan.edu your comments.

 Sustainable Promotional Products: WB Mason offers a one stop shop for specialty and promotional items. Julie Bunce, Account Executive, will share new ideas for sustainable products that can be ordered when a department is in need of promo items. This new program fits the ongoing initiative to reduce our vendor base and educate ourselves on additional ways to be sustainable. 

 For a price quote, please email Julie Bunce at julie.bunce@wbmason.com.  Julie would be happy to meet with you on an individual basis to discuss your needs. 

 The Crowne Plaza Cromwell
Wesleyan is pleased to provide a 2010 special negotiated rate agreement with The Crowne Plaza Cromwell.  For more details, please see attached document.  A shuttle service is available between the hotel and Wesleyan. A 24 hour notice is needed to arrange for a shuttle service.

 ProShred:
New ~ ProShred has increased their services to include media destruction. In addition to secure paper destruction they can securely destroy and properly dispose of hard drives, CD’s, VHS tapes, floppy disks, microfiche, and x-rays. They can also dispose/recycle computers, monitors as well as other electronic waste.

 Attached is the 2010 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. The attached document explains their services in more detail.

Grainger

E&I and Grainger have entered a new competitively awarded contract for MRO (maintenance, repair, and operations) equipment, services and supplies. Attached is Grainger’s Commitment to Sustainability. 

With access to more than 380,000 products, see how Grainger can be Wesleyan’s first choice for planned and unplanned purchases.   Also included in the contract are hard to find “sourced” products. 

Product categories include:                                   Additional Services Include:

Electrical                                                                   Free Freight
Janitorial                                                                   OEM Parts and Sourcing Program
Safety and Security                                                   Inventory Solutions and Consulting Services
Plumbing                                                                   Supplier Diversity Program
HVAC                                                                       Environmental/Sustainability Program
Tools (hand and power)                                                                            
Fasteners
Power Transmission and Motors
Lighting and Ballasts
Material Handling
Lab Supplies and Equipment
Food Service
Fleet Maintenance

Please contact Kristin Sparks, your Grainger Account Representative, to see how this new agreement can save you time and money. 

Kristin.Sparks@Grainger.com        Cell Phone: (860) 966-1383   

5. PURCHASING CARD 
Pcard voucher(s) are created in WFS for those cardholders with transaction activity within a given billing cycle.  To access your Pcard voucher in WFS, users can search on Invoice ID that begins with the cardholder’s email username. All Pcard vouchers require review, reconciliation, and timely submission.  Absent Pcard activity during a billing cycle, WFS will not create a voucher and a submission is not required. 

 A reconciled voucher must include:

1)      Supporting documentation attached (receipts, invoices, travel itineraries, etc)

2)      A brief description of business purpose (either on the receipt or in the description field of the voucher)  

3)      Documentation of cardholder and supervisor review/approval (please ad hoc cardholder and/or supervisor, if necessary)  

 Please note the following dates PCard vouchers will be created and available to users for the billing cycle months indicated.  Vouchers are due 30 days after each billing period end date.

 Billing Month     Voucher Available           Voucher Due

February              2/23/10                                3/20/10
March                   3/23/10                                4/20/10
April                       4/22/10                                5/20/10
May                       5/24/10                                6/20/10

All Pcard vouchers for the billing cycle ending January 20th must be submitted to workflow by February 22nd.

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