Month: October 2009

OCTOBER 2009

by

www.wesleyan.edu/finance/financeDept

wfs.blogs.wesleyan.edu

 

Important Reminders
1. WFS – Training, Reporting
2. 2010 Personnel Account Codes and Benefit Rates
3. Student Recommended Payrates
4. Dining Journals

 

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

1. WFS
Training – Hands on training continues.  Current hands on training available is:

Tuesday, October 13, 10-11:00                 P-Cards
Thursday, October 22, 10-11:30           AP/PO Entry
Thursday, October 29, 10-11                          P-Cards

Registration is available through the ITS training link in your portfolio.   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.

Reporting – A new summary page is now available for all WFS Users to view budgets and actual expenditures for their smartkeys.  The navigation to the page in WFS is:

 Wesleyan Menu> Wesleyan Inquiry> Smartkey/Account Summary. 

The link below is a PDF that explains the columns on the Smartkey/Account Summary page.  This link is also available directly on the inquiry page as [Help Document]. 

https://wesfiles.wesleyan.edu/campus%20committees/WFS%20Implementation/Public%20WFS%20Documents/Smartkey_account_page_help.pdf

The next priority will be to create pages that will provide additional detail down to the individual transactions for the summary information that appears on this inquiry page.

2. 2010 PERSONNEL ACCOUNT CODES AND BENEFIT RATES
Note that personnel object codes were revamped for WFS accounts.  It is not accurate to simply add an 8 to the FRS Personnel Codes.  Attached are the revised accounts and 2010 benefit rates.

3.  STUDENT RECOMMENDED PAYRATES
Effective January 1, 2010, the State of Connecticut minimum wage will increase from $8.00 to $8.25 per hour.  The following table shows the new recommended student wage schedule effective January 1, 2010. 
  

January 1, 2009 Yrs of Exp Frosh Sophomore Junior Senior
  1 $8.00 $8.00 $8.00 $8.15
  2   $8.00 $8.10 $8.25
  3     $8.20 $8.35
  4       $8.45
           
Grid Yrs of Exp Frosh Sophomore Junior Senior
  1       $0.15
  2     $0.10 $0.25
  3     $0.20 $0.35
  4       $0.45
           
January 1, 2010 Yrs of Exp Frosh Sophomore Junior Senior
  1 $8.25 $8.25 $8.25 $8.40
  2   $8.25 $8.35 $8.50
  3     $8.45 $8.60
  4       $8.70

 

 4.  DINING JOURNALS
Dining journals charged in September can be accessed through the existing journals menu.    However, please be sure to do the following on the “Find an Existing Value” screen:

  • Change Journal ID  from “begins with” to “contains”
  • Enter the journal ID
  • Change  Journal Header Status  from “No Status – Needs to be Edited” to blank.
  • Change Source from ONL to blank.  

 5.  ACCOUNTS PAYABLE

The Accounts Payable department has a check run once a week on Fridays. All vouchers received by 4 pm on Monday, are guaranteed to be processed for payment on the following Friday check run. If time allows every effort is made to continue processing vouchers received after the deadline.  Keep in mind that the net terms always determine check/ach payment date.

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

 6. PURCHASING NEWS
Olga Bookas will be out of the office on Monday, October 5th on a short 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

Airport Parking Discounts

We are pleased to announce that Roncari Express Valet Parking, located at Bradley International Airport is the newest Sanditz travel partner. Wesleyan employees are now entitled to a special Sanditz rate of $7.89 per day or $47.34 per week. Please show your Wesleyan Employee ID upon check-in. Roncari is located 1 minute from the terminal, and offers 24 hours shuttle service and round the clock security on the premises. You may also enroll in their frequent parker program. Frequent parkers earn points every time they park, which are redeemable for future parking or auto services. To enroll as a frequent parker, or see a list of car care specials, visit the Roncari website at www.roncari.com or contact then at 800-555-6540. 

In addition, Sanditz makes available to all Wesleyan employees two additional partners that offer a Sanditz discounted rate.

 Executive Valet Parking ~ Phone: 800-218-1297
Route 75
Windsor Locks/Suffield Town Line
Rate: $5.95 per Day or $29.75 per Week

Directions:
1-91 to Exit 40. Go to Route 75 Exit. Right onto Route 75. Go 2.2 miles. Executive Valet is on the left.

FasTTrack Airport Parking ~ Phone: 800-590-6789
110 Ella Grasso Turnpike
Windsor Locks, Connecticut, 06096. 
Rate: $6.50 per Day or $34.95 per Week

Directions:
1-91 to Exit 40. Take Route Exit. Right at end ramp. Proceed to first traffic light. FasTTrack Airport Parking is on left (Blue Awning)

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 September 20th must be submitted to workflow and approved by October 20th.

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).

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