June 2024

1. Important Deadlines Related to Workday Transition
2. Year End
3. Summer Hours
4. Susan Pavis Retirement
5. Purchasing News


Several key dates related to year end deadlines have been accelerated this year due to our transition to Workday.  For example, next Friday, June 21st, is the last day to enter a voucher in WFS.  Any new invoices received after June 21st will need to be held and entered in Workday on July 1st for payment after July 1st.  Please review other key dates here.


Our year end memo is posted on the Finance website and outlines specific dates.
Keep an eye on the Workday website for specific cutover dates. 

• Workflow – Check your approval inbox daily and act on all documents. Be sure
to set a proxy if you are out of the office. Monitor the status of unprocessed
documents. All budget errors (red lines) need to be fixed by June 30.
• Payroll Redistributions – The last day for June or prior payroll
redistributions is July 10th at 12:00 noon.
• Prepaid Expenses – Please remember to use account code 13705 for prepaid
expenses and include the additional lines on the voucher as detailed in
the year end memo.
• PCard – The next download is scheduled for June 24 for activity through June
20 and the final fiscal 2024 Pcard download is scheduled for June 30 for
activity through June 30.
• Purchase Orders (PO) – Please review open purchase orders. Any unused or
remaining encumbrances must be closed out by June 30, 2024. Due to the Workday
transition, the last day to enter a purchase order in WFS will be Friday, June
• Accruals – If work is being performed or goods are received prior to June 30
and you have not yet been billed, please request accelerated billing from the
vendor so that you can process the payment in the current fiscal year. The more
billing and invoice processing we do now, the less accruals we will need. The
deadline to record an accrual for fiscal year 2024 is June 28th.
• Deposits – To ensure that there is time for processing, please submit cash
deposit transmittals by Wednesday, June 19 at 10:00 am. The final date for
submitting check deposit transmittals for fiscal 2024 is Friday, June 21, at
10:00 am. This is the date and time that checks and final paperwork must be
received in the Cashier’s Office in North College.

Thank you for all of your efforts in getting expenses in the appropriate
fiscal year.

Payroll Deadlines
There are no special requirements for reporting time for weekly paid employees
for the week ended June 30th. Weekly paid employees should submit their time as
usual in Workforce Time for the week ended June 30th and supervisors should
approve that time by noon on Tuesday July 2nd. Worked time through June 30th
will post in WFS in FY 2024.

Interdepartmental Chargebacks
All interdepartmental chargebacks (including transactions processed via a WFS
Interface) need to be processed, and budget errors cleared, by June 30. If you
are experiencing a budget error please contact the department and ask them to
either provide a new smartkey or add budget to the existing smartkey.

Please let Melanie Messier (mmessier@wesleyan.edu)
know if you have interdepartmental chargebacks that will not meet this
deadline. Unless there is a specific exception, departments cannot be charged
in fiscal 2025 for an activity or service that happened in fiscal 2024.

Due to the Workday transition, the last day to place an order via OneSource is
June 15. Please make sure all items that have been received are marked
“received” as such by June 21.


All employees eligible for summer hours should use Workforce Time to
record time off for summer hours through the Time Off Request feature in
Workforce Time or by entering summer hours used directly on ‘My
Timesheet’ in Workforce Time. Summer Hours have been added to each
eligible employee’s Summer Hours bank in Workforce Time. You can find a
quick, three minute video on how
to report summer hours in Workforce Time using the Time Off Request Function


After an incredible 46 years of dedicated service to Wesleyan, Susan Pavis has decided to hang up the calculator and retire as of June 30.  Over the years Susan has performed thousands of bank reconciliations, run countless paycycles and recorded endless numbers of accrual and prepaid entries.  Feel free to stop by a small send off at 11:00 on Friday, June 28 in the Zelnick Pavilion.  In the interim, please direct any questions to Melanie Messier.

Please see attached Purchasing News.