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Monthly Archive for March, 2014

March 2014

1. Budget Transfers in WFS
2. Year End
3. PCards – New Account Code for Fraudulent Charges
4. New W9 Certification Statement – Debarment and Suspension
5. Recommended Browsers
6. WFS Tips and Tricks – Using % as a Wildcard
7. Budget vs. Actual Report (as previously communicated)
8. Purchasing News

1. Budget Transfers in WFS
The deadline for original budget transfers is Friday, March 28 at 12:00 pm. It is important that we freeze the 2014 original budgets for 2015 budget planning and implementation. Adjustment budget transfers will still be allowed in the last quarter of the fiscal year, but there should be very little budget transfer activity from this point forward. As a reminder, budget transfer training materials can be found on the Finance website at http://www.wesleyan.edu/finance/traininglist.html. Offline budget transfer requests must be submitted to financialplanning@wesleyan.edu and fiscal managers for approval. If you have any questions, please email financialplanning@wesleyan.edu.

2. Year End
It is not too early to begin thinking about the end of the fiscal year. We are already beginning to see some prepaid expenses (expenses that are paid in this fiscal year but the activity or travel does not happen until after July 1). Be sure to watch your emails for year end seminars that the Finance Office will host in May and June. For now, the most important thing to keep in mind is to be sure that budgets are on target and if someone is paying for activity or travel (airfair, conference fees etc.) that will not take place until after June 30 contact Susan Pavis at x2839.

3. PCards – New Account Code for Fraudulent Charges
A new PCard fraud account has been created for PCard reconciliation purposes. If your PCard voucher contains fraud charges, please allocate these charges to account code 83592. Once JPMorgan posts a credit to the cardholder’s account, the Finance Office will process a journal entry to credit the SmartKey(s) charged and the fraud account. Fraud charges must be reported to JPMorgan within 60 days of the statement date fraud charges appear on a cardholder’s account. Timely reconciliation of PCard vouchers will expedite detection of unauthorized charges and limit liability for the University by providing maximum fraud protection under the corporate card program. If you have any questions, contact Tami Sabo at tsabo@wesleyan.edu.

4. New W9 Certification Statement – Debarment and Suspension
Debarment and suspension are actions taken by the federal government against organizations or individuals who have committed fraud or a criminal offense in violation of federal law. Federal regulations state that Wesleyan University must not conduct business with an entity or individual that is suspended or debarred.  To comply with the regulation, we have included a new certification on our Substitute W-9 confirming that the vendor is not currently suspended or debarred.

5. Recommended Browsers
It has been reported that various forms may not open from Portfolio.  This is a browser related issue. If you are having trouble please try a different browser. If there is still an issue contact Desktop Support. We cannot recommend a certain browser due to versions and updates beyond the control of Finance and ITS.

6. WFS Tips and Tricks – Using % as a Wildcard
Did you know that if you are searching for a smartdoc using the “Find an Existing Value” tab in WFS the % sign can act as a wildcard.  Many fields default to “equal to” as its relational operator.  This operator requires the exact entry definition. However, typing a % sign at the beginning of the field tells it to return anything that has the context anywhere in the field. In other words, it works just like “contains” without having to change the drop down.

For example, if you were searching for Voucher number 251, the default operator on the Voucher ID is “begins with”.  You have three options on how to search for this: 1) You leave “begins with” and type the exact Voucher ID with all of the leading zeros as 0000000251 or 2) you can change the relational operator to “contains” and type 251 or 3) you can leave the default of “begins with” and type %251.

7. Budget vs. Actual Report (as previously communicated)
Based on user feedback, additional reporting options are available in the Budget vs. Actual by Smartkey report (located at Wesleyan Menu>Wesleyan reports) as follows:

1. Additional Summarization – The previous report had the option of returning full transaction detail or summarized by account. In addition to those options you can now choose to summarize by Smartkey.
2. Additional Timeframes – The options to run “As of Last Month End”, “As of Yesterday” or “Specify” are now checkboxes to more efficiently run routine reports. The panel defaults to “Specify” which will then allow you to use the box to the right of the options.
3. Additional Smartkey Selection Criteria – You now have the ability to choose multiple Smartkeys that may not fall within a specific range.

In future newsletters we will provide specific training documentation, suggestions on reporting options and instructions on automating specific reports

8. Purchasing News
WB Mason still continues to utilize reusable Totes where possible to lessen cardboard on campus. Please remember to email Jerry Ranando if you need assistance at jerry.ranando@wbmason.com. The attached Purchasing News contains additional information regarding WB Mason personal accounts.

On the Dupli website, black and red folders with the Wesleyan logo have been added. The price is $1.17 each and you can find them in the Ancillary Products tab. We These are high quality, glossy folders with silver embossed printing. See the Purchasing News for Dupli contacts.

The attached Purchasing News also contains information regarding BJ’s Memberships and Executive Valet specials.

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