August 2016

1. Year End
2. Labor Day Deadlines
3. Purchasing News
4. Staff Changes

5. Work Study Determination
6. Airfare Account Codes
7. PCard Transactions tied to POs

1.YEAR END – Prepaids, Accruals and Budgets
All prepaids, accruals and budget carryforwards have been booked for Fiscal 2017 as follows:

PREPAIDS – These are items paid in Fiscal 2016 but related to Fiscal 2017 goods, services or travel. You will notice Fiscal 2017 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 2017 but related to Fiscal 2016 goods, services or travel. You will notice a credit to the Fiscal 2017 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 2017.

On Monday, September 5th, the University will observe the Labor Day holiday. All Accounts Payable Vouchers that must be processed on Friday, September 9th, must be received in the Accounts Payable Inbox no later than Friday, September 2nd at 4:00 pm. Keep in mind that Wesleyan’s net terms determine the payment date.

Please contact Tamara Harley at extension 2843 with any questions.

See attached Purchasing News for information on hotel contracts, employee discounts with Sprint and contact information for WB Mason, Dupli and Ricoh.

Nathan Peters is now the Vice President for Finance and Administration effective July 1, 2016. Valerie Nye has taken on the role of Interim Director of Finance Services and will supervise the following areas: Accounts Payable, Purchasing, Student Accounts, Auxiliary Services, WSA, Restricted Funds, and Financial Reporting and Accounting. Val has moved to North College (400 North College). Please feel free to reach out to her with any questions or concerns; her contact information is the same x3192 or Financial Planning will continue to report to Nate.  Crystal Flores will also be moving to North College (Room 423A) to provide temporary backfill for the Finance Office.


REMINDERS – The following topics are simply reminders of existing procedures
If your department employs a student who is on work study it will have an impact on your operating budget since a portion of the payment comes from work study funds.  The determination of a student’s work study status is available through your portfolio. Navigate to “Student Time Reporting” in the “Supervisor/Manager Resources” bucket. This will bring you to a page with a folder for Student Payroll. Click on the link below to “Show More” and you will see “WS Awards and Earnings”. Once the student’s name or Wesid is entered you can view the awarded amount and amount earned.

Knowing the work study status of a student can be an integral part of budget planning for both operating and restricted budgets as the funding is split between the department and federal funds up to a certain maximum amount, at which point 100% of the earnings is charged to the department budget.

There are multiple airfare account codes in the 845XX. Please use 84507 for Student Airfare.

If a PCard transaction is tied to a Purchase Order you cannot change or add Smartkeys associated with that transaction until after the Voucher download process. In other words, PCard transactions appear in WFS prior to the Voucher download under Purchasing>Procurement Cards>Reconcile>Reconcile Statement. If a transaction has not been tied to a Purchase Order you can change the accounting on this screen. If it has been tied to a Purchase Order (under Purchase Details) you must wait until the transaction appears in the voucher before making any accounting changes.