December 2013


1. WFS Changes – Waiting for Budget Checking and Vendor on Hold Report
2. WFS Blog – Coming down in January
3. Minimum Wage Increase
4. Accounts Payable Holiday Deadlines
5. Purchasing

1. WFS Changes – Waiting for Budget Checking and Vendors on Hold
Currently when you hit “Save & BudChk” on a Voucher you get taken to a new page with a message “Would you like to wait for the process to complete? The document will be displayed after process ends.”  We have found that the user experience and performance is the same whether you click Yes or No and, therefore, will be eliminating this message and option.  As of 12/10/2013 when you click “Save & BudChk” you will remain on the voucher until processing is complete. You should not edit the voucher during this process as the edits will not be saved.  When the process completes successfully you will be taken to the status page.

At your request, coming in December, a WFS generated email will be sent notifying vendor requestors of vendors on hold due to pending receipt of the W-9/W-8BEN form. Per IRS rules and regulations, Wesleyan cannot pay anyone without these forms on file.  A report will be attached to the email containing vouchers that are waiting for this form.  Please follow up with the vendors as appropriate and contact Accounts Payable if you need assistance.  This email will be sent twice a month on the first and third Thursday and only to those who have a vendor on hold.

2. WFS Blog
The original intent of the WFS Blog (located at and via Portfolio) was to keep financial system users informed of the progress of the WFS implementation. Implementation was completed in 2009 and, since then, the blog has simply been a repository for various training documents. All of these documents have been moved to the new Finance website at (most are under the Training & Documenation link) and any changes to WFS are now communicated via this newsletter. Therefore, as of January 2013 the WFS blog will come down.

3. Minimum Wage Increase
As a reminder from the September newsletter, the state minimum wage will increase from $8.25 per hour to $8.70 per hour on January 1, 2014 and to $9.00 per hour on January 1, 2015. If you have any student workers or others currently at the minimum wage, please plan accordingly as additional budget is not available to fund this change.

4. Accounts Payable Holiday Deadlines
Due to the Holiday break, Monday, December 23rd, 2013 through Wednesday, January 1st, 2014, our final AP check run for 2013 will be dated Friday, December 20th.

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

All vouchers required to be processed by December 20th must be in the Accounts Payable inbox by 4:00pm on Friday, December 13th. Vouchers received after this deadline will be paid in January 2014. Checks will be available for pickup after 3:00 p.m. on Thursday, December 19th. All checks must be picked up by 12:00 noon on Friday, December 20th. Checks not picked up by this deadline will be mailed to the payee.

There will be no Accounts Payable check runs on December 27th or January 3rd. b The first check run for 2014 will be on Friday, January 10th for vouchers received in the Accounts Payable inbox by Friday, January 3rd 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.

5. Purchasing
Executive Valet Parking serving Bradley International Airport is offering a holiday special $75 up to 30 days parking at their brand new location. This offer is for faculty, staff & students. For more information, see attached flyer.

If you have items that you purchase in high quantities, email Olga Bookas in Purchasing the list and she will work with WB Mason to add them as “contract” items. One department was able to save more than $433 by asking assistance.

Hotel room sales agreements (contracts) usually have attrition/cancellation 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.

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