March 2015

1. Budget Transfers in WFS
2. Year End
3. WFS Tips and Tricks – How do I look up payments made to a vendor?
4. Budget Reminders
5. Transportation Policy
6. Purchasing News

The deadline for original budget transfers is Friday, March 27. It is important that we freeze the 2015 original budgets for 2016 budget planning and implementation. Adjustment budget transfers will still be allowed in the last quarter of the fiscal year, but there should be very little budget transfer activity from this point forward. As a reminder, budget transfer training materials can be found on the Finance website at If you have any questions, please email

It is not too early to begin thinking about the end of the fiscal year. We are already beginning to see some prepaid expenses (expenses that are paid in this fiscal year but the activity or travel does not happen until after July 1). Be sure to watch your emails for year end seminars that the Finance Office will host in May and June. For now, the most important thing to keep in mind is to be sure that budgets are on target and if someone is paying for activity or travel (airfare, conference fees etc.) that will not take place until after June 30 contact Susan Pavis at x2839.

3. WFS Tips and Tricks – How do I look up payments made to a Vendor?
While there are multiple ways to look up payments made to a vendor – the following is the BEST way:

Transaction Detail in Inquiry – Because we feed vendors paid by PCard into the Vendor field in Inquiry this method will ensure that any payment made on a PCard is also captured in the search. You can get to this search method either by the Wesleyan Inquiry Pages pagelet on the Home screen or the left menu at Wesleyan Menu>Wesleyan Inquiry>Smartkey Inquiry>Transaction Detail. Complete as much information as you know in order to improve performance time but, at a minimum, enter the Vendor Name in the bottom third of the screen.

The other ways – as described below – will also allow you to look up payments made to a vendor but caution that these will not return payments made on a PCard:
1) Voucher Smartdoc – Click the “Find an Existing Value” tab on the Voucher Smartdoc (found under the Wesleyan Smart Docs pagelet at the Home screen), complete “Short Vendor Name” contains xxxxxx and Search. This should return all vouchers paid directly to that vendor.
2) Payment Inquiry – Follow the menu on the left side of the screen to Accounts Payable>Review Accounts Payable Info>Payments>Payment. This will bring up a Payment Inquiry Screen where you can enter as much information as you know, or as little as just the Vendor Name.

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 67% expended.

Just a reminder that the transportation policy can be found at and the policy is on the left “Motor Vehicle Operations Policy”.

Please see attached Purchasing News for information on new KCups from WB Mason, BGC Catering, 4th Annual Taste of Middletown, Sprint and AT&T.

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