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Monthly Archive for May, 2012

May 2012

 

1. Year End – Got Questions?
2. WB Mason – Again
3. W-9 Requirements – Vendors on Hold
4. Instructions to AP field
5. Memorial Day Deadlines – Accounts Payable and Payroll
6. Expiring PCards

1.YEAR END – GOT QUESTIONS ABOUT YEAR END?
We have answers. Please plan on attending one of two year end seminars being offered to review the year end process and highlight differences from normal financial processing.

Thursday, May 17, 2:00 in Usdan 108
Tuesday, June 12, 10:00 in PAC 001

You can also find lots of information in the year end memo attached here or located on the Finance website.

2. WB MASON – AGAIN
We are still waiting for some credits to be applied relating to duplicate transactions that were paid by both the monthly electronic file and the pcard process. We apologize for the continued confusion related to WB Mason charges and are working diligently to resolve all issues.

3. W-9 REQUIREMENTS – VENDORS ON HOLD
The University currently has over 120 Vendors on hold for payment pending a completed W-9. Having a W-9 on file prior to payment is an IRS requirement. The University, as well as the Vendor, could be subject to IRS fines for failure to obtain or furnish this Form. Please review the Vendors on Hold and follow up with any that may be in your area.

You can review Vendors on Hold under the menu Vendors>Vendor Information>Add/Update>Vendor. Under “Find and Existing Value” tab, change the “Hold Payment” field to “Yes” and click Search.

4. INSTRUCTIONS TO AP
Please remember to use the “Instructions to AP” field on the voucher for communication Accounts Payable staff. The “Collaboration” feature should be for comments related to workflow or other information not related to Accounts Payable.

5. MEMORIAL DAY DEADLINES

ACCOUNTS PAYABLE
On Monday May 28th, the University will observe the Memorial Day Holiday. All Accounts Payable Vouchers that must be processed for Friday, June 1st, must be received in the Accounts Payable Inbox no later than Friday, May 25th, at 4:00pm. Keep in mind that Wesleyan’s net terms determine the payment date. Please contact Tamara Harley at extension #2843 or Crystal Flores at extension #2842 with any questions.

PAYROLL
The following deadlines are for payroll input affecting pay date June 1, 2012.

Secretarial/Clerical Time Entry – Closes as usual at Noon on Friday, May 25th. All additional off line time entry is also due at Noon on the 25th

Weekly Time Entry for Physical Plant, Public Safety, and Miscellaneous Payrolls – Due via email to Payroll by 9:00AM, Friday, May 25th

Student and Temporary Time Entry – Closes at 9:00AM, Friday, May 25th

Important – any late submissions will be paid the next week due to processing time constraints on Tuesday. Thank you in advance for your cooperation. Questions? Please contact Evelyn E. Harris (x2835), Gladys Fountain (x3309) and Denise Skura (x2100) or via email: payroll@wesleyan.edu

6. EXPIRING PCARDS
JPMorgan PCards are expiring this month and department distribution has begun. If you don’t already have your new card they will be distributed in USDAN 108 on the following dates:

Monday, May 7th 9:00am-11:30am
Wednesday, May 9 9:00am-11:30am

Cardholders who are able to stop by should bring their old card, expiring May 31, 2012, to receive their new replacement card.

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