July 2017

Happy New Year!

1. Year End
2. PCARDS – Charges not Appearing on Final Voucher
3. Purchasing News
4. Payroll Supervisor


Fiscal 2018 Budgets
Carryforward budgets have been loaded for those funds that roll over. However keep in mind that adjustments to these carryforwards will be made until mid-July to reflect final Fiscal 2017 spending.

An accrual is necessary for goods or services that were received on or prior to June 30 or travel that occurs prior to June 30. Fiscal 2017 expenses can be accrued until 10:00 am on July 14. The process is different depending on whether or not you have an invoice in hand by July 14.

Invoice in Hand by July 14:
There is no need to send an email request. Simply complete the Accounts Payable voucher as normal with two differences:

1. Note in “Instructions to AP” that this is a Fiscal 2017 accrual.
2. Ad hoc Crystal Flores (CFLORES900) at the end of the workflow path after Accounts Payable.

Invoice not Received by July 14:
Email Crystal Flores at cflores@wesleyan.edu by 10:00 am on July 14. The email should have all the necessary information such as vendor, amount, smartkey/account and dates of goods or services (which must be prior to June 30). Please copy the appropriate approver on the email. Crystal will process a Fiscal 2017 charge to the smartkey. When the actual invoice is received, complete an accounts payable voucher in Fiscal 2018, charging the department smartkey, and ad hoc Crystal Flores (CFLORES900) into workflow as an approver at the end of the workflow. Note in “Instructions to AP” that the voucher was accrued.

More detail on accruals can be found here.

June 29 & 30 Student & Temp Time
Due to the University holiday on July 3 & 4, all student and temp time worked on June 29 & 30 will not be reflected as a fiscal 2017 expense in WFS Inquiry until July 13th.

Purchase Orders
All Fiscal 17 Purchase Orders except in funds 501, 502, 510, 511, 710 and 730 which carry over have been closed.


2. PCARDS – Charges not appearing on final voucher
Charges made on your PCard during the last week of June may not be appearing on the END_JUN17 voucher. This is often due to the vendor not submitting the charge to the credit card processor in a timely manner. If you are aware of this situation you should accrue the expense according to the Paragraph in Section 1 above titled “Invoice not Received by July 14″.

Fiscal 2017 PCard vouchers are due July 13. Please review and act on all PCard vouchers routed to you for approval by July 12. If you have any questions or problems submitting and/or approving your voucher, contact pcard@wesleyan.edu.


Please see attached Purchasing News for information on Grounds to Grow On, Adorama and Verizon Wireless discounts and promotions.


Effective July 1, 2017, Evelyn Bozeman is Payroll Supervisor in the Payroll Office.  Evelyn has been in the Payroll Office for over 14 years and has taken on many evolving roles including Payroll planning and compliance.  With the retirement of Pat Melley and the Payroll move to Financial Services, Evelyn will be a key resource in future initiatives.  Please join us in welcoming her to this new role.