September 2016

1. Welcome Back – Highlights from Previous Newsletters
2. Payment Processing for Foreign Visitors
3. Student Accounts -Miscellaneous Charge Requests to Student’s Accounts
4. WFS – Security and Pop Up Blockers
5. Travel and Other Expense Reminders
6. Budget Reminders

1. WELCOME BACK – Highlights from Previous Newsletters
A new year is under way. The Finance Monthly newsletter is an archive of Finance information. The following are links to topics previously communicated that you might find useful. In addition, you can always utilize the search feature on the right side of the blog page.
•Reoccurring Budget vs. Actual Reports – See #2 here
•Managing Travel Receipts – See #2 here
•Voucher Changes – See #1 here

The following is a reminder related to payment processing for foreign visitors. This is not in response to any specific issues in this area, but simply a reference, as activity is increased during the fall and spring semesters.

Understanding that international cultural engagement fuels creativity, supports diplomacy, and enriches artistic offerings, it is crucial for both foreign visitors and Wesleyan to comply with US immigration work restrictions and federal tax law. Payments to foreign individuals and businesses are highly regulated and non-compliance could jeopardize a visitor’s visa status and/or future visits to the US. The University will only make payments to eligible individuals upon receiving proof of such eligibility. To that end, it is extremely important to notify Finance, Christine Rodrigue, x3502, prior to requesting and/or accepting the services of a foreign person or business. Please see NRA Visitor Payment Checklist.

3. STUDENT ACCOUNTS – Miscellaneous Charge Requests to Student’s Accounts
This time of year the Student Accounts Office receives requests to have miscellaneous charges (i.e. fundraising events) post to student’s accounts. The University does not permit discretionary charging on a student account. Departments hosting fee-related activities should plan to collect payment by cash/check only and use the Deposit Transmittal process to deposit funds to the appropriate smartkey/account.

4. WFS – Security and Pop Up Blockers
As the academic year begins and there are new faces and new computers, please keep in mind the following:

Security – WFS access is not automatically given to all new hires. Supervisors or fiscal managers need to submit the attached Peoplesoft Security Request Form to  This form can also be found in the Forms section of your Portfolio.  If a new hire will be applying for a PCard, he/she must have access to WFS prior to receiving a card.

Pop Up Blockers – If you are experiencing links in WFS that do not appear to be working, please check your browser pop-up blocker setting or call ITS Desktop Support to help you do that. Browser updates or new hardware can change these settings unbeknownst to the user.

As the new year begins events and business travel are being planned, please keep in mind the following highlights (nothing new) from the Travel and Other Expense Policy:

The University does not pay for:

  • Travel insurance (including flight and baggage)
  • First Class or Business Class airfare
  • Charitable and Political contributions
  • Parking fines and any other vehicle fines
  • Alcohol outside of reasonable dinner hour
  • Wesleyan faculty/staff attendees only business meals – In cases where only Wesleyan faculty/staff meet over a meal, and are not travelling, the cost of the meal is not reimbursable unless the primary purpose is to conduct a meeting in accordance with a specified agenda and there was no other time to meet during normal working hours.

In addition, IRS regulations require that travel expense reimbursements to employees be made in a timely manner.  University policy states that reimbursement requests be made within 30 days from the date of travel return.

Employees should bear in mind that government agencies and other observers such as parents and students may perceive certain expenditures as being either excessive or inappropriate in the context of a regulatory audit, an IRS audit, or other similar review of University activities. Thus, moderation and discretion should guide all decisions to incur expenses on the University’s behalf.

It is not too early to be looking at financial reports and reviewing the status of your budget. Assuming consistent spending throughout the year, budgets should be about 17% expended.