May 2014

1. Year End
2. Increases in Billable Rates – Physical Plant and ITS
3. Financial Planning – Meg O’Brien
4. Expiring PCards
5. Memorial Day Deadlines
6. WFS Tips and Tricks – Search tip for Vouchers to be paid
7. Purchasing News

1. Year End
Questions about year end? Or just need a refresher? Please plan on attending one of two year end seminars being offered to review the year end process and highlight differences from normal financial processing.

Thursday, May 15, 2:00 in Usdan 110
Tuesday, June 10, 10:00 in Usdan 110

You can also find lots of information in the year end memo attached here or located on the Finance website.

A few quick reminders:

  • If you have a voucher that needs to be paid now but pertains to the next fiscal year please ad hoc Susan Pavis into Workflow after Accounts Payable. It will be processed as a prepaid voucher.
  • Remember to set an approval proxy if you are going to be out of the office. It is very important, especially at our fiscal year end, that all SmartDocs make their way through workflow in a timely manner. Please remind others in your department to set a proxy if they are out of the office.
  • If you are a chargeback center or you have outstanding transactions that may hit a budget outside of your area, please be sure to process the transaction as soon as possible as departments are actively trying to predict year end balances.

Come to the year end seminar to learn more.

2. Increases in Billable Rates – Physical Plant and ITS

Beginning July 1, 2014 new billing rates will be in effect for all billable services from Physical Plant. Please see attached memo for specifics.

As previously communicated, ITS rates for special event support will be increasing over the next three years. Please see attached memo for specifics.

3. Financial Planning – Meg O’Brien
Meg O’Brien has joined the Office of Financial Planning as the new Associate Director. Meg comes to us from Yale University where she has been working as a Senior Financial Analyst in the Office of Planning and Budgeting. Please join us in welcoming her to Wesleyan.

4. Expiring PCards
PCards are due to expire on 5/31/2014. New PCards will be distributed through departments throughout the month of May. If you will not be on campus during the distribution period, contact Tami Sabo at to arrange to pick up your card at the Finance Office.

Also, please be sure to check out special year end PCard download dates here.

5. Memorial Day Deadlines
On Monday May 26th, the University will observe the Memorial Day Holiday. Please note the following special deadlines for Accounts Payable Vouchers and Payroll Input:

All Accounts Payable Vouchers that must be processed for Friday, May 30th, must be received in the Accounts Payable Inbox no later than Friday, May 23rd, at 4:00pm. 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.

Secretarial/Clerical Time Entry
Closes as usual at Noon on Friday, May 23rd. All additional off line time entry is also due at Noon on the 23rd

Weekly Time Entry for Physical Plant, Public Safety, and Miscellaneous Payrolls
Due via email to Payroll by 12 Noon, Friday, May 23rd

Student and Temporary Time Entry
Closes at 12 Noon, Friday, May 23rd

Important – any late submissions will be paid the next week due to processing time constraints on Tuesday. Thank you in advance for your cooperation.

Questions? Please contact Evelyn E. Bozeman (x2835), Gladys Fountain (x3309) and Denise Skura (x2100) or via email:

6. Vouchers to be Paid – Search Tip
Last month we told you how to search for Vouchers that have been paid. This month’s tip is to search for vouchers that have NOT YET been paid, or are pending. If you use the Transaction Detail Report and put in the following criteria:

Department #
Doc Type = Voucher
Vendor ID Not Equal to PCARD

Go to the Document Specific Info tab and click on the Payment Date header. This will sort the blank rows first so that is where you can see all vouchers not yet paid. Or, if you sort the other way it will show all the vouchers paid the most recent preceding week.

7. Purchasing News
See attached Purchasing News for information on:

  •  Year end furniture purchases – orders to be received in Purchasing by May 9, 2014
  •  Current procurement sustainability efforts
  •  Test drive a Nissal Leaf – Tomorrow, May 6, from 11:30-1:30 in E Lot
  •  3rd annual Taste of Middletown

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