July 2016

Happy New Year!

1. New in WFS
2. Year End
3. PCARDS – Charges not Appearing on Final Voucher
4. Purchasing News

1. New in WFS
Voucher Attachments Required
As previously mentioned, beginning today attachments will be required on all vouchers. Users will get a pop up message if a voucher is attempting to be submitted without an attachment. The voucher will not be able to be submitted until there is an attachment.

Voucher “More Info” Section
The “More Info” box on Vouchers has been expanded to show more data. The character limit is still 254. It now has a count of the remaining characters for your convenience.

Searching for Vouchers in Error
Based on user request, a new field of “Budget Checking Process Status” has been added to the Smart Voucher/Find an existing value criteria page. Setting the parameter of this field to “not=Valid” or “=Errors in Budget Check” will let you know if there are any vouchers in error.

Fiscal 2017 Budgets
Carryforward budgets have been loaded for those funds that roll over. However keep in mind that adjustments to these carryforwards will be made until mid-July to reflect final Fiscal 2016 spending.

An accrual is necessary for goods or services that were received on or prior to June 30 or travel that occurs prior to June 30. Fiscal 2016 expenses can be accrued until 10:00 am on July 15. The process is different depending on whether or not you have an invoice in hand by July 15.

Invoice in Hand by July 15:
There is no need to send an email request. Simply complete the Accounts Payable voucher as normal with two differences:

1. Note in “Instructions to AP” that this is a Fiscal 2016 accrual.
2. Ad hoc Susan Pavis at the end of the workflow path after Accounts Payable.

Invoice not Received by July 15:
Email Susan Pavis at spavis@wesleyan.edu by 10:00 am on July 15. The email should have all the necessary information such as vendor, amount, smartkey/account and dates of goods or services (which must be prior to June 30). Please copy the appropriate approver on the email. Susan will process a Fiscal 2016 charge to the smartkey. When the actual invoice is received, complete an accounts payable voucher in Fiscal 2017, charging the department smartkey, and ad hoc Susan Pavis into workflow as an approver at the end of the workflow. Note in “Instructions to AP” that the voucher was accrued.

More detail on accruals can be found here.

Purchase Orders
All Fiscal 16 Purchase Orders except in funds 501, 502, 510, 511, 710 and 730 which carry over have been closed.

3. PCARDS – Charges not appearing on final voucher
Charges made on your PCard during the last week of June may not be appearing on the END_JUN16 voucher. This is often due to the vendor not submitting the charge to the credit card processor in a timely manner. If you are aware of this situation you should accrue the expense according to the Paragraph in Section 1 above titled “Invoice not Received by July 15″.

Fiscal 2016 PCard vouchers are due July 13. Please review and act on all PCard vouchers routed to you for approval by July 13. If you have any questions or problems submitting and/or approving your voucher, contact pcard@wesleyan.edu.

Please see attached Purchasing News for information on ProShred, WB Mason, Sheraton Hartford South Hotel and Z Airport Parking.