JULY 2009

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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.


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.


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. 


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


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).


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

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