August 2013


1. 2014 Travel Expense Form
2. Year End – Prepaids and Accruals
3. PCards – Reallocations
4. Accounts Payable Vouchers – Payment Terms
5. Physical Plant Journals
6. Accounts Payable – Labor Day Deadlines

The 2014 Travel Expense Form can be found in your portfolio under WFS/Finance. This includes the new mileage rate of 0.565.

Only certain cells in this version remain editable and available for data entry. A good portion of the document has been locked in order to ensure consistency (which help Approvers) and prevent formulas from being compromised.

All prepaids and accruals have been adjusted for Fiscal 14 as follows:

PREPAIDS – These are items paid in Fiscal 13 but related to Fiscal 14 goods, services or travel. You will notice Fiscal 14 charges to your budget with a Line Description beginning with PREPD and a Line Reference containing the initial voucher number.

ACCRUALS – These are items paid in Fiscal 14 but related to Fiscal 13 goods, services or travel. You will notice a credit to the Fiscal 14 budget with a Line Description beginning with ACCRUAL. If the accrual was initiated from an invoice the invoice ID will be in the Line Reference. If it was initiated from an email and the invoice or receipts for payment are still pending please gather the documentation as soon as possible, complete the AP Voucher and Ad Hoc Susan Pavis at the end of workflow.

The use of account 82450 Miscellaneous should be minimal on all smartdocs. All PCard charges (starting with the July 23, 2013 download) 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 account code. Voucher lines using account 80000 will display in the color orange so it will be easy to identify and change. Vouchers can be denied for using this generic account code. You cannot move budget to Account 80000.

There have been a few instances of the Payment Terms on an Accounts Payable voucher reverting back to the default of 30 days even if the vendor is set up to pay immediately. We are aware of this issue and are working on a solution. In the meantime, please pay attention to the Payment Terms and Scheduled Date in the upper right corner of the voucher. If it is not what is expected please clarify in the “Instructions to AP” and they will make the change.

As previously communicated, the Physical Plant Labor journals have a new look, the most obvious being that the Doc ID begins with PPL. However, note that the Journal Source for these is CBK so you if you are attempting to call up a PPL journal on the Journal Smartdoc/Find an Existing Value panel, you must clear out the journal source default of ONL in order to get accurate results.

6. LABOR DAY DEADLINES Labor Day Deadlines
On Monday, September 2nd, the University will observe the Labor Day holiday.

All Accounts Payable Vouchers that must be processed on Friday, September 6th, must be received in the Accounts Payable Inbox no later than Friday, August 30th at 4:00 pm.

Keep in mind that Wesleyan’s net terms determine the payment date.

Please contact Tamara Harley at extension 2843 or Crystal Flores at extension 2842 with any questions. Your cooperation is appreciated.



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