April 2023

1. Year End
2. Amazon Delivery Addresses
3. Minimum Wage
4. Purchasing News

It is not too early to begin thinking about year end! The following items are things you can begin thinking about now:

PCards –all departments should be up-to-date on PCard reconciliations through the billing cycle ending February 2023. If you have not fully reconciled, please access your PCard vouchers in WFS and complete as soon as possible to allow sufficient time for approvals.

Budget Status – Request that any old PO’s, vouchers and/or journals be closed or deleted. Note that grant PO’s carry forward to the next fiscal year so no action is necessary.

Travel Expense Reports – get them in as soon as possible for completed trips.

Workflow backlog – All documents will need to be processed by year end.

OneSource – Please review any outstanding receiving in the “Tasks” menu and be sure to mark any items that have been received as such. If an item was cancelled and will not be received you should still go into the receiving menu and choose “Manual Close” as well as close the order.

Prepaids – 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. 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

Year end is fast approaching! Smartkeys that spend evenly throughout the year should be about 75% expended to date. 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 – registration is through Success at Wes:
May 9th at 11am via Zoom
June 8th at 2pm via Zoom
June 21st at 1pm via Zoom

After testing various purchases via Amazon, we have confirmed that the OneSource Address is what appears on the front of Amazon packages. Please do not make any address changes directly in the Amazon site thinking it will be reflected on the package. However, note that the “Attn:” field in the Ship To section of the OneSource Checkout screen is a free-form field with many available characters for special delivery instructions.  These will appear on the front of the package for the driver.

Please note that the funding to accommodate the increase in Connecticut state minimum wage from $14.00 per hour to $15.00 per hour on June 1, 2023 has been allocated to unrestricted operating smartkeys (funds 100 and 104) excluding cost centers. The funding has been allocated based on the actual student wages spent in fiscal year 2022 (the latest full fiscal year available). All restricted funds will need to fund this increase from their own resources.

Please see April Purchasing News here.