December 2012


1. Monthly Reports
2. Hotel Room Sales Agreements
3. Various non travel policy reminders
4. Conditional Email Formatting – Handy tool to highlight Denied Smartdocs requiring further action
5. Speaking of Denials… – Please use the Collaborate icon
6. Accounts Payable Holiday deadlines
7. Purchasing News – WB Mason New Website and Dupli Folders and Notecards

At least monthly, individuals responsible for any budgets should be reviewing budget vs. actual reports. WFS offers three reporting options:

1. Preformatted Budget vs. Actual by Smartkey report
2. Online Inquiry Pages
3. Downloading data to excel for further analysis

All departments should be verifying the accuracy of the charges and resolving issues in a timely manner.

Hotel room sales agreements (contracts) usually have attrition clauses that make the event sponsors responsible for unused rooms. Lately there have been several issues related to hotel room bookings as more and more events have no shows or too many rooms were reserved. Please be aware that departments are responsible for unused rooms per the agreement and will need to pay for these costs with departmental funds. Please contact Olga Bookas (x2122 or before finalizing these agreements and to make sure you understand the terms.

The attached document contains guidelines and reminders primarily related to non-travel expenditures such as events on campus and meals with candidates. This document was developed jointly by Finance and Academic Affairs to clarify issues. While the examples have an academic focus, they impact administrative areas as well.  Please see the Travel and Other Expense policy for further information on what constitutes a non-travel meal eligible to be funded by the University.

4. CONDITIONAL EMAIL FORMATTING – Handy tip to highlight Denied Smartdocs requiring further action
WFS provides email notification for various reasons (i.e. voucher approval needed, voucher has been approved, voucher has been denied). Some are informational (voucher has been approved) and some require action (voucher has been denied). WFS users have told us that it would be helpful to highlight emails that require additional action. This can be done within Outlook by the user.

For example, if you want any denial notification to land in your inbox with a red subject line, you can set this up within Outlook. The steps are different depending on whether you have a Mac or a PC as follows (note that this conditional formatting may only apply to Outlook on your computer and may not transfer to iPads, iPhones, WebMail etc.)

The following are basic step by step instructions depending on what platform you use.  Detailed instructions and screen shots are available in the attachments.

Mac (See Movie demonstration here):
1. Click Categorize
2. Add new
3. Type “denied” (or whatever you want to name it)
4. Pick Red (or any color you would like)
5. Click OK
6. Click Rules
7. Edit Rules
8. Plus sign
9. Rule Name = type “Denied” (or whatever you want to name it)
10. Change From to Subject…choose Contains..hit the plus sign….type “Denied”
11. OK
12. Change Move to Folder to Categorize….choose Denied. (or whatever you previously named it)
13. Click OK and Save

PC with Outlook 2007 (View screen shots here)
1. Click View, Current View, Customize Current View
2. Automatic Formatting
3. Add
4. Name = type “denied” (or whatever you want to name it)
5. Font
6. Color – choose any color you want – OK
7. Condition
8. Search for the word(s): type “denied”
9. In : subject field only
10. OK…OK…OK

PC with Outlook 2010 (View screen shots here)
1. Click View, View Settings, Advanced View Settings
2. Conditional Formatting
3. Add
4. Name = type “denied” (or whatever you want to name it)
5. Font
6. Color – choose any color you want – OK
7. Condition
8. Search for the word(s): type “denied”
9. In : subject field only
10. OK…OK…OK

5. SPEAKING OF DENIALS – Please use the Collaborate icon
If you are denying a WFS document please use the Collaborate icon in the upper left corner to add comments regarding the reason for denial.

Due to the Holiday break, Monday, December 24th, 2012 through Tuesday, January 1st, 2013, our final AP check run for 2012 will be dated Friday, December 21st.

**Please keep in mind that Wesleyan’s payment terms determine when a payment is made.

All vouchers required to be processed by December 21st must be in the Accounts Payable inbox by 4:00pm on Friday, December 14th. Vouchers received after this deadline will be paid in January 2013. Checks will be available for pickup after 3:00 p.m. on Thursday, December 20th. All checks must be picked up by 12:00 noon on Friday, December 21st. Checks not picked up by this deadline will be mailed to the payee. There will be no Accounts Payable check runs on December 28th or January 4th. The first check run for 2013 will be on Friday, January 11th for vouchers received in the Accounts Payable inbox by Friday, January 4th at 4:00pm.

Thank you in advance for your cooperation in adhering to our processing schedule.

Please contact Tamara Harley at extension #2843 or Crystal Flores at extension #2842 with any questions.

Please see attached purchasing news for information on WB Mason’s New Website and Dupli. The referenced Dupli attachments can be found here – pricing colors.

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