August 2015

1. Year End – Prepaids, Accruals, and Budgets
2. Accounts Payable – Coverage the Week of August 10
3. Labor Day Deadlines
4. Fiscal 2016 Travel Expense Form
5. Purchasing News

1.YEAR END – Prepaids, Accruals and Budgets
All prepaids, accruals and budget carryforwards have been booked for Fiscal 2016 as follows:

PREPAIDS – These are items paid in Fiscal 2015 but related to Fiscal 2016 goods, services or travel. You will notice Fiscal 2016 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 2016 but related to Fiscal 2015 goods, services or travel. You will notice a credit to the Fiscal 2016 budget with a Line Description beginning with ACCRUAL. If the accrual was initiated from a voucher the voucher ID will be in the Line Reference. If it was initiated from an email or July Pcard transaction 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.

If you have an item that appears to not have cleared, please contact Susan Pavis at extension 2839.

BUDGETS – Carryfoward budgets in funds where this is applicable should now be final for Fiscal 2016.

2. ACCOUNTS PAYABLE – Limited AP Staffing
There will be limited Accounts Payable staffing the week of August 10-14. Therefore, the normal Monday deadline for vouchers to be paid next week has been moved to Friday, August 7. Any voucher that needs to be paid in the August 13 check run MUST be submitted to Accounts Payable by this Friday at 10:00am. Any vendors that may need to be set up should also be submitted by 10:00am through the New Vendor Request Form. Please contact Valerie Nye at x3192 or Susan Pavis at x2839 with any Accounts Payable matters August 10-14.

On Monday, September 7th, the University will observe the Labor Day holiday.

All Accounts Payable Vouchers that must be processed on Friday, September 11th, must be received in the Accounts Payable Inbox no later than Friday, September 4th 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.

The Fiscal 2016 Travel Expense Form can be found in your portfolio under WFS/Finance. This includes the new mileage rate of 0.575.

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.

Please see attached Purchasing News for information on Ricoh Copiers, Sprint promotions and Dupli printing.