February 2011



In an attempt to keep this communication fresh we have focused only on new topics.  Many of the policies and procedures repeated every month can be found on the Finance website link above. 

1. Vendors on Hold
2. New in WFS – Wesleyan Reports and Enhanced Workflow
3. Student Retro Submission
4. Local Hotel Room Rates for Wesleyan
5. PCard Dates

Vendors may be put on hold by the Finance Office for different reasons but primarily waiting for a W-9 or W-8BEN form.  If you have payment questions and want to see if a Vendor has been put on hold, navigate to  Vendors>Vendor Information>Add/Update>Vendor and “Find an Existing Value” in WFS and change “Hold Payment Status” to Yes.  The system will return a list of vendors whose payments are being held for additional information.   If you still have payment questions don’t hesitate to contact the Accounts Payable Staff (Tamara Harley x2843, Janet Gyurits x2812, Lynne Gambell x3802).

Stay tuned to WFS communication for WESLEYAN REPORTS.  Coming soon will be the ability to run a Budget vs. Actual report by Smartkey.  The result will be a formatted .pdf file that can be saved or emailed to other people.  For anyone who knows what FBM092 means, you will like this and if FBM092 means nothing to you, still check it out. It might still please you.

Last week the WFS team introduced ENHANCED WORKFLOW.  This process shows approvers only the lines on a voucher needing their approval.  

 The specific changes users will see from Enhanced Workflow are:

  1.  Approvers will see only the invoice lines for which they are responsible.  The invoice lines that display are controlled by a “Show My Lines” checkbox on the voucher where the default shows only the invoice lines for the approver.  Un-checking the box allows approvers to see all invoice lines.  (This checkbox does not affect the workflow paths that are seen.)
  2.  Only one workflow line is generated for each different SmartKey on the voucher.  If a voucher has 50 lines but they all use the same SmartKey, there will be only one workflow line.
  3. All invoice lines for the approver will display by default.  The approver will no longer have to click “View All” to see all the lines.

Important Note:  The “Show My Lines” checkbox only collapses/expands the Invoice Lines, it does not change the total “Invoice Amount.”  A user who only sees some of the lines to approve will find that the sum of the lines he/she sees will not add up to the Total Invoice Amount.

Pease see document on WFS Blog for additional information

Departments are responsible for submitting time for students on a timely basis because Connecticut state statutes require that all wages earned during a weekly pay period shall be paid within 8 days.  The submission of time is due by Monday at noon for hours worked the prior week with the exception of special holiday payroll schedules.  Hours submitted retroactively should be on an exception basis only and must be entered on the Retro Student Time panels.  Retro earnings will not be eligible for federal work study. Because students are allocated a work study award per semester and award earnings are allocated on a first-come, first-served basis, allowing work study on retro earnings would make it difficult for employers to track eligibility. Please impress upon the student workers that it is their responsibility to submit their hours promptly so that the time reporters can report them accurately to payroll.  Failure by the students to comply may result in termination of their employment. 

The negotiated room rate with Inn at Middletown is $122.  The Crowne Plaza in Cromwell is keeping the same room rate at $89 per night.

PCard holders should monitor email for direct communication from Tami Sabo, the PCard Administrator.  For purposes of this blog Important PCard dates are as follows:

FEBRUARY 1/21/11-2/20/11 2/22/2011 3/20/2011
MARCH 2/21/11-3/20/11 3/22/2011 4/20/2011
APRIL 3/21/11-4/20/11 4/22/2011 5/20/2011


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

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