wfs.blogs.wesleyan.edu

Important Reminders
1. Revenue vs. Expense Accounts
2. Journal Due to/Due from lines
3. Travel Per Diems
4. Grant Indirect Cost Generation
 

Other News
5. Accounts Payable - Payment Terms
6. Purchasing News - Olga Bookas back
7. Purchasing Card 
8. Who to Contact?

1. REVENUE VS EXPENSE ACCOUNT CODES
The conversion of FRS object codes to WFS account codes was done with minimal changes to the existing table of codes.  FRS object codes beginning with a zero were used for revenues and converted to WFS account codes by adding a seven in front of the existing four digits.  FRS object codes beginning with one through nine were expense object codes and were converted to WFS account codes by adding an eight in front of the existing four digits.

It may be necessary to make a deposit into an expense account for a reimbursement.  Please do not attempt to change the eight to a seven.  Account codes are hard coded. 

A list of commonly used expense account codes is now available on the WFS Blog under Inquiry Help.

2. JOURNAL DUE TO/DUE FROM LINES
If a journal entry contains lines with two different fund codes it will automatically create additional lines using account codes 44900 DUE TO/FR CURRENT upon Save and Journal Edit.  These are necessary in order to keep the University funds in balance.  While the amounts are factored into the total debits and total credits, they do not affect the department smarkey or budget in any way. 

3.  TRAVEL PER DIEMS
According to the University Travel and Other Expense Policy only actual costs for meals are reimbursed up to a maximum of $75 per day domestic and $100 per day international.  This is not a per diem.  Receipts are required for any meal greater than $20.  Business purpose is always required. 

4.  GRANT INDIRECT COST GENERATION
Please remember to check your approval in-box and smart doc status frequently.  If you have pending items that pertain to grant accounts, please note that encumbered amounts do not generate indirect costs.  Only transactions that have made it completely through workflow approval will generate the indirect cost charge.  Therefore, the balance remaining that you see may be less if there are still transactions in workflow.

5.  ACCOUNTS PAYABLE - Payment terms
Wesleyan’s net 30 payment terms determines when a payment is made. This is 30 days from the invoice date that you put in the voucher.  If a payment needs to be made prior to the 30 days, please follow these instructions when completing a voucher.

 In the Instruction for AP field type DD (For Due Date) followed by the six digit date that the check is needed by. 

**Important-Please make sure that this is typed before any other information in this field since our AP inbox only picks up the first 15 characters of this field.

 Please keep in mind that Wesleyan’s payment terms (Net 30 days) determines when a payment is made.

 Thank you in advance for your cooperation in adhering to our processing schedule. Please contact Tamara Harley at extension #2843 or Janet Gyurits at extension #2842 with any questions.

6.  PURCHASING NEWS
We are pleased to announce that Olga Bookas has returned from medical leave.  

 7. PURCHASING CARD
All cardholders with Pcard activity are required to review their Pcard statement vouchers in WFS.  Even though another user may prepare the submission of the voucher, cardholders are still required to be included in the workflow.  Cardholders may pull up their Pcard voucher after it is processed and review their charges and “save and submit” their Pcard voucher.  Or, the cardholder may be ad hoc’d  into workflow.  If a cardholder is ad hoc’d into workflow, please indicate in message to AP “cardholder ad hoc’d”.  

Vouchers are created and are available to cardholders by searching on invoice id that begins with their email username.  You will not have a voucher if you did not have any activity on the card during that billing cycle.

All Pcard vouchers for the billing cycle ending December 20^th must be submitted to workflow and approved by January 20th.

For immediate assistance with your JPMorgan Purchasing Card, call the 24 hour Customer Service number on the back of your card (800)316-6056 or (847)488-3748 outside the U.S.

Contact pcard@wesleyan.edu for all card maintenance requests (i.e., credit limit increases/decreases, name change, address change).

8. WHO TO CONTACT
Please save these sites as favorites for quick answers to questions you might have.
Finance Office Website http://www.wesleyan.edu/finance/financeDept/
Finance Monthly Blog http://financemonthly.blogs.wesleyn.edu
New Financial System Blog http://wfs.blogs.wesleyan.edu/
Contact Information http://www.wesleyan.edu/finance/misc/contactInformation/

Email Addresses:
General Finance finance@wesleyan.edu
WFS Help wfshelp@wesleyan.edu
PCard pcard@wesleyan.edu
Accounts Payable ap@wesleyan.edu
Purchasing obookas@wesleyan.edu

SUBMISSIONS FOR FINANCE MONTHLY
What topics would you like to see included in this monthly communication? Do you have a system tip you’d like to share? Finance Monthly will be e-mailed on a monthly basis. Items for inclusion are due five business days before the end of each month and can be submitted to finance@wesleyan.edu

wfs.blogs.wesleyan.edu

Important Reminders
1. Minimum Wage Increase

Other News
2. Accounts Payable - MLK Holiday Deadline, Payment Terms
3. Purchasing News - Olga Bookas back January 11
4. Purchasing Card 
5. Who to Contact?

Be on the lookout for a mid-month newsletter in January with additional reminders and information.

1. MINIMUM WAGE INCREASE
Reminder that as of January 1, 2010 the State of Connecticut minimum wage increased from $8.00 to $8.25 per hour.  The October 2009 Finance newsletter shows a table with the new recommended student wage schedule. 

2.  ACCOUNTS PAYABLE – Holiday deadlines , Payment terms

On Monday, January 18^th, the University will observe the Martin Luther King Holiday.   All Accounts Payable Vouchers which must be paid on Friday, January 22^nd, must be received in the Accounts Payable inbox no later than Friday, January 15^th at 4:00pm.   Payment requests received beyond this deadline will be processed for payment on January 29^th.

Wesleyan’s net 30 payment terms determines when a payment is made. This is 30 days from the invoice date that you put in the voucher.  If a payment needs to be made prior to the 30 days, please follow these instructions when completing a voucher.

 In the Instruction for AP field type DD (For Due Date) followed by the six digit date that the check is needed by. 

**Important-Please make sure that this is typed before any other information in this field since our AP inbox only picks up the first 15 characters of this field.

 Please keep in mind that Wesleyan’s payment terms (Net 30 days) determines when a payment is made.

 Thank you in advance for your cooperation in adhering to our processing schedule. Please contact Tamara Harley at extension #2843 or Janet Gyurits at extension #2842 with any questions.

3.  PURCHASING NEWS
We are pleased to announce that Olga Bookas will return from medical leave on Monday, January 11.  

 4. PURCHASING CARD
All cardholders with Pcard activity are required to review their Pcard statement vouchers in WFS.  Even though another user may prepare the submission of the voucher, cardholders are still required to be included in the workflow.  Cardholders may pull up their Pcard voucher after it is processed and review their charges and “save and submit” their Pcard voucher.  Or, the cardholder may be ad hoc’d  into workflow.  If a cardholder is ad hoc’d into workflow, please indicate in message to AP “cardholder ad hoc’d”.  

Vouchers are created and are available to cardholders by searching on invoice id that begins with their email username.  You will not have a voucher if you did not have any activity on the card during that billing cycle.

All Pcard vouchers for the billing cycle ending December 20^th must be submitted to workflow and approved by January 20th.

For immediate assistance with your JPMorgan Purchasing Card, call the 24 hour Customer Service number on the back of your card (800)316-6056 or (847)488-3748 outside the U.S.

Contact pcard@wesleyan.edu for all card maintenance requests (i.e., credit limit increases/decreases, name change, address change).

5. WHO TO CONTACT
Please save these sites as favorites for quick answers to questions you might have.
Finance Office Website http://www.wesleyan.edu/finance/financeDept/
Finance Monthly Blog http://financemonthly.blogs.wesleyn.edu
New Financial System Blog http://wfs.blogs.wesleyan.edu/
Contact Information http://www.wesleyan.edu/finance/misc/contactInformation/

Email Addresses:
General Finance finance@wesleyan.edu
WFS Help wfshelp@wesleyan.edu
PCard pcard@wesleyan.edu
Accounts Payable ap@wesleyan.edu
Purchasing obookas@wesleyan.edu

SUBMISSIONS FOR FINANCE MONTHLY
What topics would you like to see included in this monthly communication? Do you have a system tip you’d like to share? Finance Monthly will be e-mailed on a monthly basis. Items for inclusion are due five business days before the end of each month and can be submitted to finance@wesleyan.edu

wfs.blogs.wesleyan.edu

Important Reminders
1. WFS Journal Budget Warnings
2. WFS Review  

Other News
3. Accounts Payable - Holiday Deadlines, Payment Terms
4. Purchasing News
5. Purchasing Card - Dec. WFS Training Dates
6. Who to Contact?

1. WFS JOURNAL BUDGET WARNINGS
Some journals are experiencing budget warnings due to the credit line of the journal.  If you receive budget warnings, be sure to check available budget on the journal line that pertains the department you are approving.  If budget is available then assume the warning is a result of the credit.  We are working on remedying this so that the budget warning is more functional.

2.  WFS REVIEW
As more information becomes available, please be sure to review your Smartkey activity and budget.  Suggested review points are as follows:

• Search Journal and Voucher “Find and Existing Value” for old documents that have not been processed. You can check if you have any denied smartdocs by searching in the “Find an Existing Value” panel under the appropriate smartdoc.  There is a status column with the results or you can filter the results to show only “denied” smartdocs by selecting “denied” in the status dropdown.  If your voucher or PO was denied, make the appropriate changes, budget check, and resubmit.  A denied smartdoc has been budget checked and therefore either encumbers or expenses the budget, it does not go away.  You should not create a new smartdoc to complete the process. 
• Request closing of any old outstanding PO’s either through wfshelp@wesleyan.edu . 
• Ensure all fully approved PO’s have been dispatched.
• Review Wesleyan Inquiry to ensure what was expected to hit your Smartkey is accurately reflected. 

 3.  ACCOUNTS PAYABLE – Holiday deadlines , Payment terms

Wesleyan’s net 30 payment terms determines when a payment is made. This is 30 days from the invoice date that you put in the voucher.  If a payment needs to be made prior to the 30 days, please follow these instructions when completing a voucher.

 In the Instruction for AP field type DD (For Due Date) followed by the six digit date that the check is needed by. 

**Important-Please make sure that this is typed before any other information in this field since our AP inbox only picks up the first 15 characters of this field.

Due to the Holiday break, Thursday, December 24^th, 2009 through Friday, January 1^st, 2010, our final check run for 2009 will be on Friday, December 18^th.   All vouchers required to be paid by December 18^th must be in the Accounts Payable inbox by 4:00pm on Friday, December 11^th. Vouchers received after this deadline will be paid in January 2010.

 Checks will be available for pickup after 3:00 p.m. on Thursday, December 17^th. All checks must be picked up by 12:00 noon on Friday; December 18^th. Checks not picked up by this deadline will be mailed to the payee.

 There will be no Accounts Payable check run on December 25^th or January 1^st.

 The first check run for 2010 will be on Friday, January 8^th for vouchers received in the Accounts Payable inbox by Friday, December 18^th at 4:00pm.

 Please keep in mind that Wesleyan’s payment terms (Net 30 days) determines when a payment is made.

 Thank you in advance for your cooperation in adhering to our processing schedule. Please contact Tamara Harley at extension #2843 or Janet Gyurits at extension #2842 with any questions.

 4.  PURCHASING NEWS
Olga Bookas is currently on medical leave.  She will have access to email and will reply to phone messages.  In her absence, Sherri Condon will assist her. Below are important vendors and their contact information in case you need to contact them:

 Advanced Printing:     Mike Kalman              (860) 583-1906 x109
Crystal Rock:              John Peters                  (800) 525-0070 x7189
Ikon:    Sales Rep        Tanya Sweeney           (860) 659-1361 ext. 6706
Ikon:    Technician       Bob Moreland             (860) 234-0937   
ProShred:                    David Symonds          (203) 303-8500          
Sanditz Travel:            Patti Biss                     (860) 344-7033
Sprint/Nextel:              Maria Xavier               (860) 867-7164
Verizon:                      Brandon O’Dell           (860)-338-5375
WB Mason:                 Julie Bunce                  (888) 926-2766 Ext. 8103

 5. PURCHASING CARD - Dec WFS Training Dates
Additional training times have been scheduled for the WFS PCard Module.

Thursday, December 10, 10:30 – 11:30
Wednesday, December 16, 10:30 – 11:30

Both training sessions will take place in PAC 100.  Please RSVP to Tami Sabo (tsabo@wesleyan.edu) if you plan on attending.

All cardholders with Pcard activity are required to review their Pcard statement vouchers in WFS.  Even though another user may prepare the submission of the voucher, cardholders are still required to be included in the workflow.  Cardholders may pull up their Pcard voucher after it is processed and review their charges and “save and submit” their Pcard voucher.  Or, the cardholder may be ad hoc’d  into workflow.  If a cardholder is ad hoc’d into workflow, please indicate in message to AP “cardholder ad hoc’d”.  

Vouchers are created and are available to cardholders by searching on invoice id that begins with their email username.  You will not have a voucher if you did not have any activity on the card during that billing cycle.

All Pcard vouchers for the billing cycle ending November 20^th must be submitted to workflow and approved by December 21st.

For immediate assistance with your JPMorgan Purchasing Card, call the 24 hour Customer Service number on the back of your card (800)316-6056 or (847)488-3748 outside the U.S.

Contact pcard@wesleyan.edu for all card maintenance requests (i.e., credit limit increases/decreases, name change, address change).

6. WHO TO CONTACT
Please save these sites as favorites for quick answers to questions you might have.
Finance Office Website http://www.wesleyan.edu/finance/financeDept/
Finance Monthly Blog http://financemonthly.blogs.wesleyn.edu
New Financial System Blog http://wfs.blogs.wesleyan.edu/
Contact Information http://www.wesleyan.edu/finance/misc/contactInformation/

Email Addresses:
General Finance finance@wesleyan.edu
WFS Help wfshelp@wesleyan.edu
PCard pcard@wesleyan.edu
Accounts Payable ap@wesleyan.edu
Purchasing obookas@wesleyan.edu

SUBMISSIONS FOR FINANCE MONTHLY
What topics would you like to see included in this monthly communication? Do you have a system tip you’d like to share? Finance Monthly will be e-mailed on a monthly basis. Items for inclusion are due five business days before the end of each month and can be submitted to finance@wesleyan.edu

www.wesleyan.edu/finance/financeDept

HAPPY NEW YEAR!!

GOODBYE FRS….HELLO WFS

Important Reminders
1. WFS
2. Month End Reports
3. Smartkey – Campus Services and External Vendors

Other News
4. Accounts Payable  
5. Purchasing Card 
6. Who to Contact?

1. WFS
Thank you to all who have participated and worked tirelessly with the WFS implementation.  Be sure to visit the WFS Blog for the most up to date information, training materials and any new forms.

There is a link in your portfolio titled “WFS Production Database”.  This is not an active link until July 6.  If you attempt to enter this database before then you will be denied access.

Users can register for hands on training through the ITS Training link in the Tools and Links section of your Portfolio. 

There are also various drop in demo sessions that are not hands on and do not require advanced registration as follows:

• Smart Doc Demos – 11:00 Daniel Family Commons July 2, July 8, July 9
• Workflow Demo – 11:00 EXC 150 July 7

 If you can’t make it to a session or want a refresher, some on line training is available through UPK (User Productivity Kit) located at the bottom left of the WFS Blog.

 2. MONTH END REPORTS
Eprint reports have been updated for June month end jobs.  Users can access Eprint through the Administrative Applications area in their employee portfolio and by using their FRS operator number as the UserID and FRS Password as the Eprint password.

Note that the 1st close reports do not yet reflect the following charges in the year to date actual numbers:

• June WB Mason charges – The June WB Mason file was not received from the vendor in time for first close reports. We hope to have these charges posted by July 6
• PCard charges from June 21 – June 30 – Cardholders have until July 6 to reallocate these charges in SDOL.
• Payroll charges from June 22 – June 30 – See year end memo for specific payroll dates.

 3.  SMARTKEY
Starting July 1, Smartkeys will be used for charges around campus (Usdan, Bon Appetit, Cardinal Technology Store, Wes Station, etc.) and certain external vendors (WB Mason and FedEx).  Smartkeys replace the old FRS accounts.  FRS object codes will become WFS accounts.  FRS object code numbers have been retained with the addition of a leading digit (7 for revenues and 8 for expenses)  You can now look up your Smartkey in Inquiry using your FRS account number(s).  Go to the Account/Object Code Summary report and type in your current FRS account number.    On July 6 you will also be able to look up the Smartkey in WFS.

Note that the FedEx website requires the 10 digit Smartkey and the 5 digit account of 82581. 

4.  ACCOUNTS PAYABLE
Accounts Payable will be collecting information from our existing vendors using our New Vendor/Substitute W-9 form. New vendors will not be set up for payment until this form is received by the accounts payable department.  New vendors can be requested using the WFS New Vendor Request form in the Administrative Applications section of your portfolio.

For accounts payable questions please contact Tammy Harley at x2843 or Janet Gyurits at x2842 or email ap@wesleyan.edu

 5. PURCHASING CARD 
SDOL will only be available for PCard reallocation until July 6.  Fiscal 2010 PCard charges will be fed into WFS on a daily basis and available for reallocation on the WFS panels.  On a monthly basis, charges will be downloaded from the PCard panels to create vouchers that will route through workflow and get posted to your Smartkey.  As of the August billing cycle, paper statements will no long be received.  All backup documentation should be attached to the WFS voucher and routed through workflow for approval.  Scanning instructions can be found on the WFS Blog.  PCard training is available through your portfolio if you are a cardholder or reallocater. 

For immediate assistance with your JPMorgan Purchasing Card, call the 24 hour Customer Service number on the back of your card (800)316-6056 or (847)488-3748 outside the U.S.

Contact pcard@wesleyan.edu for all card maintenance requests (i.e., credit limit increases/decreases, name change, address change).

 6. WHO TO CONTACT
Please save these sites as favorites for quick answers to questions you might have.
Finance Office Website http://www.wesleyan.edu/finance/financeDept/
Finance Monthly Blog http://financemonthly.blogs.wesleyn.edu
New Financial System Blog http://wfs.blogs.wesleyan.edu/
Contact Information http://www.wesleyan.edu/finance/misc/contactInformation/

Email Addresses:
General Finance finance@wesleyan.edu
WFS Help wfshelp@wesleyan.edu
PCard pcard@wesleyan.edu
Accounts Payable ap@wesleyan.edu
Purchasing obookas@wesleyan.edu

SUBMISSIONS FOR FINANCE MONTHLY
What topics would you like to see included in this monthly communication? Do you have a system tip you’d like to share? Finance Monthly will be e-mailed on a monthly basis, corresponding with the availability of month end financial reports. Items for inclusion are due five business days before the end of each month and can be submitted to finance@wesleyan.edu