October 2008

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Important Reminders
1. Department Charges at Bon Appetit
2. Open Finance Meeting – Payments to Students

New Financial System
3. Wesleyan Financial System Blog

Other News
4. Accounts Payable
5. Purchasing Card
6. Month End Reports – Eprint reports
7. Who to Contact?

Bon Appetit will accept the Wesleyan Dining Dept Charge Form at Daniel Family Commons. To obtain this form please contact Sherri Condon at ext 2437 or by email at scondon@wesleyan.edu and she will forward the forms along with the procedures to follow. Bon Appetit has been instructed to not charge a department without the form.

The Finance Office will host an open meeting on Monday, October 20 from 11:00 – 12:00 in Usdan 108.  We will discuss Payments to Students in conjunction with the Payroll Office.



As many of you know, Wesleyan is engaged in an implementation of a new financial system to replace the 16 year old FRS (current financial system).  This project provides us with exciting opportunities to reconsider many of our financial business processes.  An overriding goal of this implementation is to make our financial processes more streamlined and efficient using web-based self-service pages and electronic work flow and approvals.  The time line is to go-live with the new system on July 1, 2009.

In order to keep the community up to date on the progress of the WFS (Wesleyan Financial System) implementation, the project team has developed a blog to disseminate information.   Postings will be updated periodically as we progress.  If you have comments or questions about the project you can submit them on the Welcome page of the blog.  A permanent link to the blog is on the Finance Office home page and in the Employee Portfolio under Administrative Applications.  You can also go to the blog using the link above.

Vouchers received by 4pm on Thursdays will be processed for payment in the following week’s Friday check run.

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

A meeting was held in September which illustrated the benefits and specifics relating to use of the PCard.  The meeting materials can be found at http://www.wesleyan.edu/finance/financeDept/PCARDPPT.pdf.

Many of the University’s frequently used vendors accept the PCard as a form of payment.  Inn at Middletown, Sanditz Travel and Enterprise Rent a Car allow the benefit of a one time payment setup to be saved as a profile for future use.  See the applicable links for specific detail.

Bank of America Visa and JPMorgan PCARD charges will be downloaded on Monday, October 27th for billing cycle ending October 20th, 2008.  Be sure to access VIM or SDOL to reallocate any charges prior to the download.  Any reallocation after the download will require an ELF Entry.

Reconciled and approved September Bank of America and PCARD statements are due to the Finance Office by October 20th.  Cardholders are required to submit receipts and document a business purpose for all transactions or group of transactions within 21 working days after the close of each billing cycle. Users are not required to provide a receipt for travel and entertainment charges less than $20. 

Cash Advance Option – If you have a cash advance option on your card there are PCard cash advance procedures that must be followed to create a PIN and access the cash advance.  A cash advance fee of 2% of the advance amount will be charged to your account.

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. MONTH END REPORTS – Eprint Reports
The September month end jobs have successfully run and the reports are currently available on Eprint. 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.

Please save this site as a favorite for quick answers to questions you might have.

General Finance finance@wesleyan.edu.
PCard pcard@wesleyan.edu
Accounts Payable ap@wesleyan.edu
Purchasing obookas@wesleyan.edu
Other http://www.wesleyan.edu/finance/misc/contactInformation/

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

Other PCard benefits and procedures can be found in the Purchasing Card Program Policy .