May 2020

1. Benefit Rate
2. Year End
3. Payroll Self Service
4. Flywire
5. Copiers
6. Purchasing News

1. Benefit Rate
The budgeted full benefit rate for 2020/21 will be 40.60%. The breakdown of the rate will be:

25.60% Medical, dental and other
7.35% Retirement
7.65% FICA
Unrestricted operating and restricted gift and endowment smartkeys will be charged the percentages above. Grant and agency smartkeys will be charged actual medical, dental and other charges rather than the budgeted rate of 25.6%. Please note that the percentages above represent budgeted amounts only. Actual amounts contributed to retirement will vary based on eligibility and participation in the retirement matching program and actual amounts contributed to FICA will vary based on salary. Any variances between budgeted rates and actual rates will be managed centrally.

2. Year End
Year end is fast approaching. Smartkeys that spend evenly throughout the year should be about 83% expended to date. You can find lots of information in the year end memo attached here or located on the Finance website.

Year End Seminar
Still have questions about year end? Or just need a refresher? Please plan on attending one of three year end seminars being offered to review the year end process and highlight differences from normal financial processing.
Wednesday, May 13th at 9am Meeting ID: 961 6131 9569
Monday, June 8th at 1pm Meeting ID: 954 5639 9243
Tuesday, June 23rd at 11am Meeting ID: 993 2578 5143

If you have a voucher that needs to be paid now but pertains to the next fiscal year, please include the prepaid account code on the voucher (13705) as well as the correct expense account code as a positive and negative amount on the voucher. Refer to page 7 of the attached year end memo for an example. Remember to set an approval proxy if you are going to be out of the office. It is very important, especially at our fiscal year end, that all SmartDocs make their way through workflow in a timely manner. Please remind others in your department to set a proxy if they are out of the office. If you are a chargeback center or you have outstanding transactions that may hit a budget outside of your area, please be sure to process the transaction as soon as possible as departments are actively trying to predict year end balances.

3. Payroll Self Service.
Payroll Self-Service
We are pleased to announce that employees can now update their direct deposit and federal and state W-4 information through WesPortal!

The online direct deposit and W-4 forms can be found in WesPortal under Employee Information/Benefit, HR & Payroll Forms. This will take you to a new screen, where you will see a series of payroll forms listed, including the self-service direct deposit and W-4 forms.

If you are accessing the direct deposit or W-4 forms while off-campus, you will need to be connected to VPN (instructions to connect to VPN can be found here).

If you have any questions please email

4. eBilling and eStores Implementation
The Student Accounts office is currently in the implementation and testing phase of FlywireCRS (Comprehensive Receivable Solution), our new tuition e-billing & e-payment solution. All fall 2020 terms and forward will be live on FlywireCRS.  Our goal is to be live by the first week in June.

Student Accounts will be communicating to all students regarding the new electronic payment platform in May as we get closer to go-live.

This solution also has an eStores component that allows for credit card acceptance for non-tuition activity.  Phase 2 of this implementation will include replacing the current TMS Payment Gateways with Flywire eStores.  If have an existing gateway and would like to be a part of the pilot group of testing please contact Valerie Nye at

5. Copiers and Printers
Over the next few months, we will be replacing multi-function copiers throughout campus. As part of our new contract with Ricoh, we will be installing software on all of the machines that will allow any document to be printed on any campus copier with the swipe of a card (“Follow Me Print”). This provides the following benefits:
• Security – no longer will potentially private documents be sitting on a machine in a potentially public environment.
• Sustainability – How many times have you printed something only to find out it was the wrong document or that you didn’t actually need it? With this option you only print what you need and can easily delete jobs.
• Flexibility – With people working remotely, as well as major capital projects on the horizon that will significantly disrupt where people work for long periods of time, this provides the flexibility to pick up a print job anywhere on campus.
• Computer on-boarding – Individual computers will no longer require a specific print driver for each specific copier. ITS can deploy one universal driver on every machine remotely.

This “Follow Me Print” capability will change the way paper ordering and printing charges are processed. Department budgets will no longer be used to pay for the paper in the machine. However, the Controller’s Office will be working on a cost per page for both color and black and white copies. More specifics about that process will be provided in the next newsletter including how to order paper and how printing charges will work.

This move comes in an effort to be more environmentally conscious and to ensure our multi-function copiers are operating as efficiently as possible. If the printer or copier in your department is proposed to be upgraded or removed, Erik Quimby, ITS Director of User Services and Al Maximino from RICOH USA will be contacting you to discuss and finalize new device proposals. Additionally, Erik Quimby will be reaching out regarding the installation of and training for “Follow Me Print”. If you have any questions, please do not hesitate to reach out to Erik Quimby ITS at or Al at

6. Purchasing News
Please see the attached Purchasing News for information on WB Mason year end furniture purchases, Dupli, OneSource training and, most of all, take our survey on coffee preferences. We want to be sure we are negotiating the best prices for what you buy.