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Monthly Archive for April, 2020

April 2020

1. WFS Proxy
2. Year End
3. Student Employment
4. Purchasing News
5. OneSource Invoices and Variance Approvals

1. WFS Proxy
As we all continue to work in remote environments, you should not need VPN in order to approve WFS Smartdocs. However, please remember to set an approval proxy if you are not able to approve.

2. Year End
It is not too early to begin thinking about year end. The following items are things you can begin thinking about now:
PCards –all departments should be up-to-date on PCard reconciliations through the billing cycle ending February 2020. If you have not fully reconciled, please access your PCard vouchers in WFS and complete as soon as possible to allow sufficient time for approvals.
Budget Status – Request that any old PO’s, vouchers and/or journals be closed or deleted. Note that grant PO’s carry forward to the next fiscal year so no action is necessary.
Travel Expense Reports – get them in as soon as possible for completed trips.
Workflow backlog – All documents will need to be processed by year end.

3. Student Employment
Students who can continue to work remotely should do so and, in accordance with the University’s student weekly payroll schedule, submit their hours for approval on a weekly basis. As a reminder, please submit actual hours worked for students that are able to continue to work in your department.

Students who had been working to fulfill their semester’s work-study expectation, but are unable to continue to work remotely for the remainder of the semester will receive the income they were receiving prior to the move to remote learning, up to their maximum work-study allocation for the semester. Their payment will be based upon an average of the total amount of pay they already received for the spring semester (i.e., earnings received from December 16 through March 22), divided by the number of paychecks the student received, up to the student’s work-study allocation. This payment will be made on a weekly basis and will charge a central smartkey (departments will not see this payment). Supervisors and Timekeepers do not need to submit hours for “work-study not worked” payments as it is being done centrally on a weekly basis.

4. Purchasing News
Please see attached purchasing news.

5. OneSource Invoice Variances
Certain purchases with OneSource suppliers may generate an invoice amount that is difference from the original purchase order amount. This is most common with Amazon. To the extent that there is more than a 5% variance, an additional approval from the buyer is necessary. If this is required you will receive an email as well as an outstanding Task in the OneSource Task List.