1. Year End – Accruals
2. PCards – Charges not on June Final Voucher
3. Account Code Changes
4. Physical Plant Billable Rates
1.YEAR END – ACCRUALS
An accrual is necessary for goods or services that were received on or prior to June 30th or travel that occurs prior to June 30. Fiscal 13 expenses can be accrued until 4:00 pm on July 17. The process is different depending on whether or not you have an invoice in hand by July 17.
Invoice in Hand by July 17
There is no need to send an email request. Simply complete the Accounts Payable voucher as normal with two differences:
1. Ad hoc Susan Pavis at the end of the workflow path after Accounts Payable.
2. Note in “Instructions to AP” that this is a Fiscal 13 accrual.
Invoice not Received by July 17
Email Susan Pavis at spavis@wesleyan.edu by 4:00 pm on July 17th. The email should have all the necessary information such as vendor, amount, smartkey/account and dates of goods or services (which must be prior to June 30th). Please copy the appropriate approver on the email. Susan will process a Fiscal 13 charge to the smartkey. When the actual invoice is received, complete an accounts payable voucher in Fiscal 14, charging the department smartkey, and ad hoc Susan Pavis into workflow as an approver at the end of the workflow. Note in “Instructions to AP” that the voucher was accrued.
2. PCARDS – CHARGES NOT APPEARING ON FINAL VOUCHER
Charges made on your PCard during the last week of June may not be appearing on the END_JUN13 voucher. This is often due to the vendor not submitting the charge to the credit card processor in a timely manner. If you are aware of this situation you should accrue the expense according to the Paragraph in Section 1 above titled “Invoice not Received by July 17”.
Fiscal 13 PCard vouchers are due July 9th. Please review and act on all PCard vouchers routed to you for approval by July 17th. If you have any questions or problems submitting and/or approving your voucher, contact pcard@wesleyan.edu
3. ACCOUNT CODE CHANGES
As previously communicated, the following Account codes have been inactivated as of July 1, 2013:
84518 Participant Travel – Grants only
84540 Foreign Travel
84550 Recruitment Travel
84565 Student Travel
84570 Professional Development Travel
To accommodate these changes, the following is a snapshot of the new Travel Subgroup. A complete list of revenue and expense account codes can be found here.
84501 MILEAGE
84502 GAS
84503 TOLLS
84504 PARKING
84505 AIRFARE
84506 AIRFARE II
84507 AIRFARE – STUDENT TRAVEL
84509 OTHER TRANSPORT I
84510 OTHER TRANSPORT II
84511 UNIVERSITY VEHICLES
84512 RAIL
84513 RENTAL CAR
84515 VAN TRANSPORTATION
84516 BUS TRANSPORTATION
84520 LODGING
84521 LODGING II
84522 LODGING FOREIGN TRAVEL
84530 MEALS – TRAVEL
84531 MEALS II – TRAVEL
84533 MEALS – FOREIGN TRAVEL
84535 ALCOHOL
84537 ALCOHOL – FOREIGN TRAVEL
84560 CONFERENCE FEES I
84561 CONFERENCE FEES II
84562 CONFERENCE FEES – FOREIGN TRAVEL
GRANTS ONLY
84580 PARTICIPANT TRVL- MILEAGE
84581 PARTICIPANT TRVL-GAS
84582 PARTICIPANT TRVL-TOLLS
84583 PARTICIPANT TRVL-PARKING
84584 PARTICIPANT TRVL-AIRFARE
84585 PARTICIPANT TRVL-RENTAL CAR
84586 PARTICIPANT TRVL-OTHER TRANSPORT
84587 PARTICIPANT TRVL-LODGING
84588 PARTICIPANT TRVL-MEALS
84589 PARTICIPANT TRVL-CONFERENCE FEES
Finally, the use of 82450 Miscellaneous should be minimal. Beginning July 1, 2013 , all PCard charges (downloaded on July 23, 2013) that do not automatically map to a specific account code based on the Merchant Category Code (MCC) will be charged to a generic – PCARD DEFAULT TO REALLOCATE code (80000) and must be reallocated to a more appropriate code. You cannot move budget to Account 80000.
4. PHYSICAL PLANT BILLABLE RATES
Beginning July 1, 2013 new billing rates will be in effect for all billable services from Physical Plant. Please see attached memo for specifics.
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