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Monthly Archive for November, 2015

November 2015

1. WFS UPGRADE

  • Schedule – Updated Finance Calendar
  • Upgraded “Sandbox” Version Available
  • Special AP and PCard Schedules
  • Approvals
  • ITS Fair

OTHER NEWS
2. WFS Access for New Employees
3. Backup Documentation for Conferences
4. Minimum Wage Increase
5. Thanksgiving Deadlines
6. Budget Reminders
7. Purchasing News

WFS UPGRADE
WFS is getting an upgrade! Our current version will no longer be supported by the vendor. It will have a new look with primarily the same features. All the favorites, templates, and run controls and data will still be there. Tune in to this section of the newsletter for updates on this project throughout the next few months.

  • Schedule – Updated Finance Calendar
    The upgrade is anticipated to happen over the weekend of January 8, 2016. Please monitor the Finance Outlook calendar that was used during the Fiscal 2015 year end for special deadlines and schedules.
  • Upgraded “Sandbox” Version Available
    Users will be able to access a prototype “sandbox” version of the upgraded WFS in early December to get used to the new look and feel of the upgraded system.  This will also be an opportunity for you to provide feedback to Finance and ITS.  More to come in the next newsletter.
  • Special AP and PCard Schedules
    The following special deadlines are in effect in December and January (these are also reflected on the Shared Outlook Calendar):

    • Accounts Payable – Special check run on 12/22/2015 for vouchers submitted by noon on 12/21/2015.
    • PCard – Accelerated due date of 12/11/2015 for November PCard vouchers.  Modified download date of 01/12/2016 for December PCard vouchers and extended voucher due date of 03/20/2016 for December PCard vouchers
  • Approvals
    As previously mentioned, there cannot be any smartdoc in workflow when the upgraded system is implemented. The Finance Office will be notifying approvers who have old, unapproved documents but please do your part in approving documents through workflow in a timely manner.  In addition, from January 5-7, 2016 users will be able to create and save smartdocs but will not be able to submit them to workflow until January 11, 2016.
  • ITS Fair
    ITS will be hosting its second annual poster board fair on Tuesday, November 17 at 11:00 in the Daniel Family Commons. Please stop by and visit the WFS Board where you can get more information on the upgrade and ask questions.

OTHER NEWS
2. WFS Access for New Employees
WFS access must be requested by the supervisor for all new employees by emailing the Peoplesoft Security Request form found under Forms in your Employee Portfolio to pssecurity@wesleyan.edu. It is not automatically granted.

3. Supporting Documentation for Conference Travel
Please note that, per the University’s Travel Policy, when requesting reimbursement for travel expenses to a conference, the conference itinerary should be attached. This helps to substantiate the IRS requirement of business purpose in order to make the payment non-taxable.

4. Minimum Wage Increase
As a reminder, the state minimum wage will increase from $9.00 per hour to $9.60 per hour on January 1, 2016. If you have any student workers or others currently at the minimum wage, please plan accordingly.  Operating budgets will be adjusted accordingly on July 1.

5. Thanksgiving Deadlines
On November 26th and 27th, the University will observe the Thanksgiving Holiday. All Accounts Payable Vouchers that must be processed by Wednesday, November 25th must be received in the Accounts Payable Inbox no later than Thursday, November 19th, at 4:00 p.m.

All Accounts Payable Vouchers that must be processed by Friday, December 4th must be received in the Accounts Payable Inbox no later than Wednesday, November 25th at 4:00pm.

Any AP checks marked for pick up on November 25th must be picked up by 12:00 noon on that day or they will be mailed to the payee.

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.

6. Budget Reminders
Please be sure to check your financial reports so that you are on track in your budgets. Assuming consistent spending throughout the year, budgets should be 33.3% expended.

7. Purchasing News
Please see the attached Purchasing News for information on the Ricoh copier technician (good luck Bob and welcome Susan!), a new partnership with Specialty Underwriters, Enterprise contacts and Crowne Plaza Cromwell.