1. Year End
2. 2026 Budget Planning Reminder
3. Centralization of Cell Phone Allowances
4. Workday Updates
5. Purchasing News
The fiscal year end memo has been posted here. Please review carefully as there are quite a few changes related to our first year end with Workday. There is also a handy quick reference chart of important dates. This will be especially useful over the coming weeks. In addition, the Finance Office will be hosting various Year End Seminars to review the year end process in more detail and answer questions. The same presentation will be given at all sessions so you only need to attend one unless there are additional questions. Visit Success at Wes to register for one of the sessions below.
Year End Seminar Dates:
Wednesday June 11th at 2p
Wednesday June 18th at 10a
Cash Advances – Please be advised the period to request cash advances has ended for FY24, and no more advances will be issued until after July 1st. For all open advances, please submit all the necessary expense reports and payments as soon as possible. All advances should be settled by Friday, June 13th. The cash advance process can be found here. For any questions regarding owed balances or further assistance please contact Mirelys Aponte at maponte@wesleyan.edu
2. 2026 BUDGET PLANNING REMINDER
Just a reminder that budget planning for fiscal year 2026 will open on June 2. The planning period for original (permanent) budget amendments will run from June 2 to June 16. Beginning June 17, users will be able to submit adjustment (one-time) budget amendments. An announcement was sent out to cost center budget specialist and managers last week. If you did not receive it, please reach out to financialplanning@wesleyan.edu. To support the planning process, budget drop-in sessions have been scheduled to provide training and answer any questions you may have. Please refer to the Drop-in Schedule available on the Wesleyan Workday page, accessible through WesPortal.
3. CENTRALIZATION OF CELL PHONE ALLOWANCES FOR FISCAL YEAR 2026
To improve consistency and reduce administrative burden, we will be centralizing the management of cell phone allowances beginning in fiscal year 2026 for Fund 100 (Unrestricted Operating) that are not true cost centers. Since Workday currently does not support entering a costing allocation for this type of expense, this new approach will help streamline the process. As part of this change, your department’s budget allocation will be adjusted to remove the amount previously charged for cell phone allowances. Because your department will no longer be responsible for these charges, the overall impact on your budget will be neutral. For true cost centers, as well as for restricted funds and grants, cell phone charges will be processed through recurring journal. If you have any questions, please contact financialplanning@wesleyan.edu.
Outstanding Procurement Obligations – There is a new report available called “WU Procurement Outstanding Obligation Summary”. This report lists all purchase orders that are holding onto any sort of encumbrance/funds for specific areas. You can search the report by name or find it in your Financial Reporting Dashboard under the “Other Financial Reports” tab. When you click to run the report, it will generate in descending dollar amount order – the worktags with the most amount of obligation are at the top. If there are no obligations in a worktag it will not show up in this report. Simply click the dollar amount hyperlink and you will see the details at the PO level. If you would like a quick demo or have questions, don’t hesitate to reach out to Catherine Kost in Purchasing.
Find Supplier Invoice for Organization report – Distribution line descriptions are now available on this report.
Purchase and Expense card transactions for employees no longer at Wesleyan – Employees who leave the University should be sure their card transactions are fully reconciled prior to leaving. However, if there are circumstances that prevent that from happening, complete a Service Now ticket to Accounts Payable and they can help manage the process of recording the final expense transactions.
Cash Sale report – The following enhancements have been added to the WU Customer Accounts Find Cash Sale report: 1) The “Customer” and Initiator (Payment Created By) are now part of the selection criteria. Therefore, if you are looking for a specific cash receipt you can search by customer or person who created it. We encourage you to use specific customers. Those can be added by simply typing the task “Create Customer”. 2) There is now a validation that requires the employee worktag to be entered in the “Additional Worktags” section for expense reimbursements. Remember that if an employee is reimbursing for a personal expense, the “Customer” should be “Personal Expense Reimbursement”.
Please see attached Purchasing News for information related to Workday year end, Inn at Middletown and Enterprise Mobility.