PCards –all departments should be up-to-date on PCard reconciliations through the billing cycle ending February 2022. 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.
OneSource – Please review any outstanding receiving in the “Tasks” menu and be sure to mark any items that have been received as such. If an item was cancelled and will not be received you should still go into the receiving menu and choose “Manual Close” as well as close the order.
Prepaids – If you have a voucher that needs to be paid now but pertains to the next fiscal year, please include the prepaid account code on the voucher (13705) as well as the correct expense account code as a positive and negative amount on the voucher. Remember to set an approval proxy if you are going to be out of the office. It is very important, especially at our fiscal year end, that all SmartDocs make their way through workflow in a timely manner. Please remind others in your department to set a proxy if they are out of the office. If you are a chargeback center or you have outstanding transactions that may hit a budget outside of your area, please be sure to process the transaction as soon as possible as departments are actively trying to predict year end balances.
YEAR END SEMINARS
Year end is fast approaching! Smartkeys that spend evenly throughout the year should be about 75% expended to date. Have questions about year end? Or just need a refresher? Please plan on attending one of three year end seminars being offered to review the year end process and highlight differences from normal financial processing – registration is through Success at Wes:
Tuesday, May 12th at 10am via Zoom
Tuesday, June 7th at 2pm via Zoom
Thursday, June 23rd at 9am via Zoom
Unrestricted operating and restricted gift and endowment smartkeys will be charged the percentages above. Grant and agency smartkeys will be charged actual medical, dental and other charges rather than the budgeted rate of 21.85%. Please note that the percentages above represent budgeted amounts only. Actual amounts contributed to retirement will vary based on eligibility and participation in the retirement matching program and actual amounts contributed to FICA will vary based on salary. Any variances between budgeted rates and actual rates will be managed centrally.
Later this month Unimarket will be rolling out some changes to the CTW OneSource marketplace. New features include less clicks to get to the catalog (one click on the tile will take you directly to the products), the ability to set suppliers as favorites, quick access to recently viewed catalogs and community messages that will now appear at login rather than the top of the screen. Success at Wes training on OneSource are offered monthly so please sign up if you have any questions.
4.ELECTRONIC FUNDS TRANSFER DEPOSITS
As payments move more and more into a digital realm, we recognize that some departments also receive payments electronically. We now have a new “Deposit Type” on the Deposit Transmittal labeled “Electronic Funds Transfer”. If you are expecting an electronic payment, you can now complete the deposit transmittal and check this Deposit Type. It will automatically route to Jeff Mantie in the Controller’s Office. Jeff will approve the deposit transmittal when he sees the funds arrive in the University’s bank account. The email of approval will serve as notification that the funds have been received. In addition, if you are notified that a deposit has been received that belongs in your area, rather than giving us a smartkey to credit we will now ask you to complete this new deposit transmittal. Note, this does not apply to any payments that are routine and recorded via a template or the eStores. If you have any questions about using templates please contact Susan Pavis (firstname.lastname@example.org) or eStores please contact Robert Mirabal at email@example.com.
5.CAMPUS STORE EDUCATION PRICING
Faculty, Staff and Students always get education pricing on Apple products at the campus store in Usdan and online. This Spring, get an extra $25 off Apple laptops in store with your Wes ID or online with promocode MAC25 at www.wesleyanrjjulia.com. This promo will last until June 25, 2022 and is only valid for personal purchases, not institutional purchases. Email us at firstname.lastname@example.org with any questions.
6. PURCHASING NEWS
Please see attached Purchasing News for information on RICOH training materials, Wesleyan Print Shop, Adorama Business Solutions and year end furniture purchases.