September 2013


1. Minimum Wage Change
2. Purchasing News
3. Financial Planning – Shawn MacDuff

4. Student Employment
5. Foreign Payments
6. Non Travel Meals
7. Cash Deposits
8. Voucher Smartdoc Changes

The state minimum wage will increase from $8.25 per hour to $8.70 per hour on January 1, 2014 and to $9.00 per hour on January 1, 2015. If you have any student workers or others currently at the minimum wage, please plan accordingly as additional budget is not available to fund this change.

Please see the attached Purchasing News for information related to WB Mason, Dupli, Executive Valet parking, copiers and Executive 2000 taxi.

Shawn MacDuff has joined the Office of Financial Planning as the Associate Director. Shawn comes to Wesleyan with many years of budget experience at Duke University, the Jewish Federation of Greater LA, Humboldt State University and Eastern Washington State University. Please join us in welcoming her to Wesleyan.

WELCOME BACK! The following are reminders of existing policy:
I-9 forms are required for all student workers.  If you are unsure if a student has completed an I-9, please contact the Payroll Office prior to hiring a student.  In addition, the class of 2015 and forward is required to have direct deposit.  A student will not get paid unless they complete these two steps.

Understanding that international cultural engagement fuels creativity, supports diplomacy, and enriches artistic offerings, it is crucial for both foreign visitors and Wesleyan to comply with US immigration work restrictions and federal tax law. Payments to foreign individuals and businesses are highly regulated and non-compliance could jeopardize a visitor’s visa status and/or future visits to the US. The University will only make payments to eligible individuals upon receiving proof of such eligibility. To that end, it is extremely important to notify Finance, Christine Rodrigue, x3502, prior to requesting and/or accepting the services of a foreign person or business. Please see NRA Visitor Payment Checklist attached here.

The attached document contains guidelines and reminders primarily related to non-travel expenditures such as events on campus and meals with candidates. This document was developed jointly by Finance and Academic Affairs to clarify issues. While the examples have an academic focus, they impact administrative areas as well. Please see the Travel and Other Expense policy for further information on what constitutes a non-travel meal eligible to be funded by the University.

Based on feedback from users the following information has been added to the WFS Accounts Payable Smartdoc.

1.Location: Appears on the Invoice Line below the Amount field. This is also known as the “Ship To Location” from the Purchase order and will default in as such. Absence of a Purchase Order it will default to WESLYN and can be changed at the discretion of the initiator or department. This can be helpful to users in identifying where certain activities are occurring.
2.Payment Information: Appears between the Invoice Amount and the Invoice Line only after the Save and Budget Check process has completed. This is the same Payment Information that appears in Inquiry. This can be helpful to users now that the information can be obtained both in the Smartdoc and in Inquiry.
3.Transaction Date (Pcard Vouchers Only): Appears to the right of “More Info” and provides the Mastercard Transaction date of the purchase. This can help the reconciliation to the supporting documentation.
4.Orange Highlight of Account 80000: Appears on the Distribution Line after the Save and Budget Check process has completed. As previously communicated, account 80000 is a default account for Pcard transactions that need reallocation to an appropriate account code. The Orange highlight will help the user identify pending reallocations prior to document submission:

All currency and coins must be wrapped when sending in cash deposits to the Cashier’s Office. They must be in the full amount of the wrapper and of the same denomination within the wrapper.

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