January 2012

Happy New Year!

1. Student Retro Submission
2. Monthly Reports
3. University PCard

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.

Reminder that if you run the Budget vs. Actual by Smartkey report every month you should wait until a couple days after the end of the month before running it. The Finance Office uses the first few business days of the following month to be sure major interfaces and transactions have posted correctly. A good rule of thumb is to use the distribution of this newsletter as an indication that the monthly report is good to go.

For example, if you ran the Budget vs. Actual report for December on January 3, it would not have included December monthly payroll or Wes Station charges. You should re-run that report today to have the most accurate information.

Wesleyan University is pleased to provide all eligible staff and faculty with the JPMorgan Chase Purchasing Card (PCard) sponsored by MasterCard. The PCard is widely accepted and is our most preferred method of payment for all routine up to multi-thousands of dollars University purchases of goods and services as well as all travel expenses. Please use your PCard as often as possible.

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

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