FEBRUARY 2009

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www.wesleyan.edu/finance/financeDept

Important Reminders
1. Gift Cards
2. Corporate Accounts
3. Reimbursements to Non-US Citizen Students

Other News
4. Accounts Payable
5. Purchasing Card
6. Who to Contact?

1. GIFT CARDS
Gift certificates and gift cards in any amount given by Wesleyan as an employer for any reason are considered cash equivalents for IRS purposes so the value of the gift certificate is taxable.  We strongly recommend that this form of reward is not followed but if a gift certificate is given to an employee (including students), the supervisor should advise Payroll (payroll@wesleyan.ed) so that it will be included in taxable income.

2. CORPORATE ACCOUNTS
Often you may be offered to pay for items on account with a vendor.  Corporate credit accounts with specific vendors should not be necessary as payment can often be made with the University Purchasing Card.  If you have any questions about corporate accounts please email finance@wesleyan.edu. Purchasing Card questions can be directed to pcard@wesleyan.edu.  

3. REIMBURSEMENT TO NON-US CITIZEN STUDENTS
A reminder that payments to international students, including reimbursements, may be subject to 14% federal income tax withholding and reportable to the IRS.  Payments to non US citizens/non-resident aliens are treated differently than payments to US citizens, permanent residents, and resident aliens.  More specific details can be found at:

 http://www.wesleyan.edu/finance/financeDept/foreignTax/policyForiegn.html

http://www.wesleyan.edu/finance/financeDept/accounts/Payments%20to%20Studets%20Table.pdf

4.  ACCOUNTS PAYABLE
REMINDER:  Crystal Rock accepts the University PCard as a form of payment.  If you have a PCard please consider using it for these invoices.

Vouchers received by 4pm on Thursdays will be processed for payment in the following week’s Friday check run.

For accounts payable questions please contact Tammy Harley at x2843 or Janet Gyurits at x2842 or email ap@wesleyan.edu

5. PURCHASING CARD – Changes to Financial System Feed
The Finance Office has implemented the following changes to PCard feed into the Financial System which should greatly improve the reconciliation of charges to the financial system:

• Charges will be fed to the financial system with transaction level detail and not summarized.
• The Transaction Description will be the merchant name (up to 20 characters).
• The first initial and the first 6 characters of the cardholder’s last name will be in the REF3 field. 

Please note that if you input “Expense Description” in SDOL it will override the merchant name when coming over to the financial system. You will need to leave it blank in SDOL to get the merchant name.

6. WHO TO CONTACT
Please save these sites as favorites for quick answers to questions you might have.
Finance Office Website http://www.wesleyan.edu/finance/financeDept/
Finance Monthly Blog http://financemonthly.blogs.wesleyn.edu
New Financial System Blog http://wfs.blogs.wesleyan.edu/
Contact Information http://www.wesleyan.edu/finance/misc/contactInformation/

Email Addresses:
General Finance finance@wesleyan.edu.
PCard pcard@wesleyan.edu
Accounts Payable ap@wesleyan.edu
Purchasing obookas@wesleyan.edu

SUBMISSIONS FOR FINANCE MONTHLY
What topics would you like to see included in this monthly communication? Do you have a system tip you’d like to share? Finance Monthly will be e-mailed on a monthly basis, corresponding with the availability of month end financial reports. Items for inclusion are due five business days before the end of each month and can be submitted to finance@wesleyan.edu