June 2015

1. Year End
2. Physical Plant Billable Rates
3. Fiscal 2016 Mileage Rate
4. WFS – DOWN TODAY NOON-1:00; New Inquiry Postponed to August 1
5. New Account Codes
6. WFS Tips and Tricks – Payment Status Bar
7. PCards
8. AP Deadlines – 4th of July Deadlines

The year end schedule is available here. A second year end seminar will be held Tuesday, June 9, 10:00 in Usdan 110 to go through the schedule in more detail and answer questions. The presentation given at the seminar can be found here. Some important points regarding year end:

•Determining the fiscal year: Actual expenses must be charged in the year in which they occur (i.e. travel takes place or goods and services are received). This may not be the same year as the budget. Please feel free to contact Val Nye at x3192 with specific questions or scenarios.

•Prepaids: If you have a voucher that pertains to the next fiscal year, but needs to be paid now, please ad hoc Susan Pavis into Workflow after AP. If the prepaid is in a pcard voucher, specify the line number(s) of the prepaid in the Instruction to AP section of the voucher. If you encounter a budget error on a prepaid voucher, contact Susan Pavis at x 2839.

•Accruals: You have until July 15 to request accruals for work performed or goods received in Fiscal 15 that have not yet been invoiced. This means that you can use the first couple weeks of July to collect actual invoices for Fiscal 15 activity. If you have a Fiscal 15 invoice prior to July 15 ad-hoc Susan Pavis as an Approver (not Reviewer) at the end of the workflow path on the voucher so that she can be sure the charge gets into Fiscal 15.

•Purchase Orders: Other than funds 501, 502, 710 and 730, Purchase Orders will not carryforward to the new fiscal year.  Please begin reviewing purchase orders (PO). Any unused or remaining encumbrances must be closed out by June 30, 2015. Also, please keep this deadline in mind when creating new PO’s as they will not be available in the next fiscal year. The Purchase Order Smartdoc will default to Fiscal 16 on June 26. Please contact finance@wesleyan.edu to close a PO.

•Budget Errors: Budget errors (red lines) received on documents need to be fixed. If you receive a budget error on a Prepaid voucher please contact Susan Pavis at x2839.

•Chargebacks: If you charge other departments for services performed by your department please do these more often during June so departments have the most up to date information in Inquiry as they monitor their budgets. Be sure to ad hoc the requester of the service on chargeback journals.

•Smartdocs Approvals: All Fiscal 15 Smartdocs must be fully processed. Remind your department approvers to set a proxy if they are going to be out of the office. Denied smartdocs must be either deleted or corrected and resubmittted.

Beginning July 1, 2015 new billing rates will be in effect for all billable services from Physical Plant. Please see attached memo for specifics.

The mileage rate will change to 0.575 cents as of July 1, 2015. This new rate will be reflected in the Fiscal 2016 Travel Expense Report and should be used for travel that takes place after June 30, 2015.

4. WFS CHANGES – DOWN TODAY NOON-1:00; Inquiry Customizations Postponed to August 1
As a reminder, Human Resources and ITS will be upgrading PeopleSoft HR, Payroll and Benefits System from noon on Friday, June 5th until Monday morning, June 8th. During this time, HR applications will not be functioning. The Electronic Portfolio, Student System applications and Financial System applications will be down for two short periods. The first period will be Friday, June 5 noon until 1 PM and the second period will be Sunday, June 7 between approximately 4:00-5:00 PM.

As communicated in the May 2015 newsletter, changes are coming “behind the scenes” to the WFS Inquiry tables that will impact any column customizations you may have made. We previously communicated these changes would be implemented in June. We have moved the implementation date to August 1 and will follow up with additional reminders in July.

Based on user request, the following new account codes will be added as of July 1, 2015:
82353 – Conference Registration Domestic
82354 – Conference Registration Foreign
83601 – Computer Repairs
83939 – Internet Fees

6. WFS TIPS AND TRICKS – Payment Status Bar
Did you know there is a “Payment” bar right on the voucher that gives you the Scheduled Payment Date, when it was paid, the Payment Method (Check/ACH), the check number and even the payment clear date. This information can also be found in Transaction Detail under “Document Specific Info”. This is for all payments not made via PCard. If you want to know if the vendor has been paid and you think it may have been put on the PCard you can search by vendor name in Transaction Detail of WFS Inquiry.

All departments should be up-to-date on PCard reconciliations through the billing cycle ending April 2015. If you have not fully reconciled your PCard vouchers through April, please complete as soon as possible and submit into workflow to allow sufficient time for approvals. All FY15 PCard vouchers must be fully submitted and approved by departments no later than July 10, 2015. Please plan accordingly.

On Friday, July 3rd the University will observe the Independence Day Holiday. All Accounts Payable Vouchers which must be processed for Thursday, July 2nd, must be received in the Accounts Payable Inbox no later than Friday, June 26th 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. Your cooperation is appreciated. Thank you.