February 2017

1. IMS Billing
2. International SOS
3. International Visitors
4. Deposit Transmittal Templates
5. Budget Reminders
6. Purchasing News

Beginning today, charges for Instructional Media Services (IMS) will be reflected in WFS via a daily feed that will create journal entries from EMS. Each journal will be populated with various fields from EMS, flowing through to Inquiry Transaction Detail as follows:

  • EMS “Booking ID” will be in the “Reference” field on the Journal Smartdoc and in “Line Reference” in Inquiry Transaction Detail.
  • EMS “Type of Service” will be in “Journal Line Description” on the Journal Smartdoc and “Line Description” in Inquiry Transaction Detail.
  • The Smartdoc “Reason/Description” and the Inquiry Transaction Detail “Comments” section will be populated with “Event Name/Event Date/Room/Customer Name/Reservation ID and Notes.”

It is important to note that the initial job, scheduled to run tonight, will include fiscal 2017 activity to date.

International SOS is an insurance program that protects Faculty, Staff and Students while traveling abroad for school or business.

The program offers a variety of items including emergency removal due to storms, violence and/or terrorism. Their website has lots of pre-travel information and there is a mobile phone app designed for when you are traveling. One of the best features of the App is the up to date information on any country you may be traveling to.

Please contact Sherri Condon for the University’s membership number and information regarding the APP.

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.

If you use the Template feature for deposit transmittals, please create a new template each year as we have experienced some issues with dates when a new fiscal year is opened.

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 58% expended.

Please see the attached Purchasing News for information on use of 50% recycled paper, WB Mason, Z Airport parking and Sam’s Club.