March 2017

1. IMS Billing
2. Finance Office Staff Temporary Moves
3. Budget Transfers in WFS
4. Year End – Prepaids
5. Budget Reminders
6. Sustainability Updates

ITS discovered an error in the new IMS billing process where some services were charged at a minimum amount ($24) instead of an hourly service rate times hours worked. Correction IMS journals will be created in the coming week to charge the difference. The Reason/Description/Comment field will begin with “UNDERBILLED ADJUSTMENT”.  The adjustments range from $28-$184 with most being in the lower range. ITS sincerely apologizes for this mistake and has made corrections to the process that will help prevent this happening again.

From March 7 through March 27, portions of the fourth floor of North College will be closed for a carpeting and painting project. Staff will be relocated as follows: Val Nye and Sherri Condon will be at 287 High Street.  Jen Kleindienst will be at Long Lane.  The rest of the staff (Nate Peters, Christine Daniels, Dave Winakor, Sun Chyung, Prashanie Silva, Tanya Inturrisi) will be in the Investments Office on the 4th floor. The Investments Office will not be affected by the project. Phones will be forwarded but the best way to reach these individuals during this time will be by email.

The deadline for original budget transfers is Friday, March 31. It is important that we freeze the 2017 original budgets for 2018 budget planning. 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 If you have any questions, please email

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 (airfare, conference fees etc.) that will not take place until after June 30 contact Susan Pavis at x2839.

Payroll – This year will be a split payroll for fiscal year end surrounding the July 4th holiday. Important Payroll Notices for early deadlines will be forthcoming soon!

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 67% expended.

• The Sustainability Office is gathering information on April “Earth Month” events. If you have an event (on or off-campus) to add, please contact Jen Kleindienst at
• SAGES (Wesleyan’s campus sustainability committee) is busy working on several projects. The next SAGES meeting is Wednesday, April 5 from 12-1 PM in PAC 104 if you would like to join. Current projects include:
o Starting the week that students return from Spring Break, you’ll see a new pop-up notice in WesPortal inviting you to sign the campus energy commitment. This reminder will stay up for two weeks.
o Bon Appetit has just updated its catering page to include the Sustainable Catering Guide created by SAGES members. Check it out for information on how to reduce waste and save money by ordering right for your needs.
o The Waste working group is looking for offices interested in replacing individual office trash cans with desktop “mini-bins” to reduce waste. Please contact Jeff Sweet ( if your office would like to participate.
o The Purchasing working group is looking for offices interested in consolidating basic office supply purchases and/or setting up shared office supply closets to cut down on costs and purchase less. If interested, please contact Olga Bookas (