January 2018

1. WFS Maintenance
2. Bookstore Department Charges
3. Holiday Deadlines
4. Student Accounts
5. Budget Reminders

Happy New Year!

Thank you to everyone for their help and patience with the recently completed WFS Maintenance.  A summary of some of the cosmetic differences can be found here.

We are not aware of any major issues so far but please continue to email wfshelp@wesleyan.edu with any questions or concerns.  Many minor issues have been resolved by clearing cache (instructions here) or restarting the computer.  It is important to actually restart your computer (rather than simply putting it to sleep) in order to install important pending updates that are needed for optimal, and expected, browser functionality.

One minor issue that remains unresolved, but for which there is a workaround, involves the process of “unchecking” the 1099 box on a Voucher.  If you are experiencing an error indicating “You have left a field empty and a value must be entered”  and you are dealing with a Vendor where you have unchecked the 1099 box please use the following steps to move forward:

    1. Save the voucher with the 1099 checkbox selected using the Save button in the upper left corner (Not the Save and Budget Check button at the bottom).
    2. After the voucher is created and has a Voucher ID, uncheck the 1099 button and save it again.  You can then proceed as normal.

A reminder that department charges at Wesleyan RJJulia Bookstore are handled via invoice.  They are not automatically charged to smartkeys. While a smartkey is requested at the time of purchase, it is used as a reference to identify the department that will be billed.  Once an invoice is received by the department it needs to be processed via an Accounts Payable Voucher or with a Pcard.

Accounts Payable

On Monday, January 21st, the University will observe the Martin Luther King Holiday.  All Accounts Payable Vouchers which must be paid on Friday, January 25th, must be received in the Accounts Payable inbox no later than Friday, January 18th at 4:00pm. Payment requests received beyond this deadline will be processed for payment on February 1st. Keep in mind that Wesleyan’s payment terms determine when a payment is made.

Please contact Tamara Harley at extension 2843 or Crystal Flores at extension 2842 with any questions. Your cooperation is appreciated.


Due to the observance of Martin Luther King, Jr Holiday, the following payroll deadlines apply for weekly paid employees.  Submission of time worked for week ending January 20th is due to the Payroll Office by noon on Friday, January 18th for pay date of January 25, 2019.

A payroll notice will be sent to all time reporters this week. Contact the Payroll Office at x2670 or email us at payroll@wesleyan.edu if you have any questions.


Spring 2019 tuition, fees and payments were calculated and posted to the student system on Wednesday, January 2 and fed to WFS shortly thereafter. The spring 2019 E-Bill was generated on Friday, January 4. The due date is February 4.

Required reporting changes are being implemented for the 2018 1098-T for students. The Student Accounts website has been updated with this information which can be accessed here: https://www.wesleyan.edu/studentaccounts/taxcredits.html

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 50% expended.