November 2014

1. PCARD Voucher Creation Feedback – Semi Monthly
2. Various Non Travel Policy Reminders
3. WB Mason
4. Budget Reminders
5. Used Toner Cartridge Collection
6. WFS Tips – PO Billing Codes
7. Accounts Payable – Thanksgiving Deadlines
8. Purchasing News – Vendor show November 12

Thank you for those who responded to our request for feedback on the concept of changing the voucher creation timing for PCard vouchers (additional information can be found in October’s newsletter here).  Several have responded with an option of “semi-monthly” voucher creation which will also be considered.  Please email feedback to throughout November.

The attached document contains guidelines and reminders primarily related to non-travel expenditures (e.g. events on campus, holiday parties and meals with candidates) This document was developed jointly by Finance and Academic Affairs and was initially distributed a in November 2012 to clarify issues. It is being communicated again as a reference for event planning throughout the year. 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.

We have identified errors from the WB Mason file that created September transactions in October.  This will require us to close the October WB Mason vouchers that were created and rerun the file again. Therefore, during the month of November you may see a reversal of WB Mason charges and a new voucher created for the appropriate amount. Please contact Susan Pavis at x2839 if there are any questions.  We encourage departments to use their University PCard when purchasing from WB Mason if available.

Please be sure to check your financial reports so that you are on track in your budgets. Assuming consistent spending throughout the year, budgets should be 33.3% expended.

Did you know that Bill Nelligan, the Director of Environmental Services, collects used toner cartridges for recycling? Simply put them in campus mail to his attention at 170 Long Lane.

6. WFS TIPS – PO Billing Codes
When completing a WFS Purchase Order, please remember to change the “ship to” field to be the address that the invoice is to be mailed.  The default value of Finance and Administrations will occasionally result in invoices being routed to North College 4th Floor. Please change this code to avoid payment delays and lost invoices.

7. ACCOUNTS PAYABLE – Thanksgiving Deadlines
On November 27th and 28th, the University will observe the Thanksgiving Holiday. All Accounts Payable Vouchers that must be processed by Wednesday, November 26th must be received in the Accounts Payable Inbox no later than Thursday, November 20th, at 4:00 p.m.

All Accounts Payable Vouchers that must be processed by Friday, December 5th must be received in the Accounts Payable Inbox no later than Wednesday, November 26th at 4:00pm.

Any AP checks marked for pick up on November 26th must be picked up by 12:00 noon on that day or they will be mailed to the payee.

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.

Please see attached Purchasing News for information on the Green Vendor Show coming up on November 12, local hotel deals and more!

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

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