Finance Monthly - December 2004
Third Edition

Systems:
        1. ELF, FRS, Inquiry, HRMS Training
        2. Object Codes - New Travel Codes
        3. Object Codes - Blank Descriptions
        4. Object Codes - Temporary Help
        5. Eprint Reports
        6. Tip of the Month:  Inquiry
Deadlines:
        7. Accounts Payable December Deadlines
        8. Payroll December Deadlines
Other News:
        9. Chart of Accounts Structure
        10. Who to Contact? Help link
        
1. ELF, FRS, INQUIRY, HRMS TRAINING
You can request training for many financial related topics by clicking on the following link: http://www.wesleyan.edu/finadm/finance_and_administration_train.htm

Individual training on FRS and can be requested by contacting Susan Pavis at x2839 or email spavis@wesleyan.edu. 

2.  NEW TRAVEL OBJECT CODES
We have expanded the travel group to include multiple object codes of the same description.   This will provide an opportunity to budget and account for different types of expenses more specifically within the same general category.  For example, a department can use these codes to separately track event travel from professional development travel from recruiting travel etc.  The new structure is as follows:

4500 - TRAVEL SUBGROUP
4505 - AIRFARE I
4506 - AIRFARE II
4509 - OTHER TRANSPORTATION I
4510 - OTHER TRANSPORTATION II
4520 - LODGING I
4521 - LODGING II
4530 - MEALS I
4531 - MEALS II


3.  OBJECT CODE BLANK DESCRIPTION
Do you have blank object code descriptions in any of your financial reports?  The reason for blank object code descriptions is because a transaction had occurred against an object code that is not defined in the system.  If you find this happening in your accounts, please double check the appropriate object code to be used and transfer the dollars.

If you have any questions on object codes or would like to recommend a new object code please contact either Valerie Nye at x3192 (email vnye@wesleyan.edu) or Sun Chyung at x2249 (email schyung@wesleyan.edu).

4.  TEMPORARY HELP OBJECT CODES
There are different temporary help object codes based upon whether the help is hired through an agency or through Wesleyan.  Any temporary help hired through an agency and paid through Accounts Payable should be charged to object code 3550, which is part of the Outside Services group of codes and does not warrant a benefit calculation.  Any Wesleyan employee that serves as temporary help should be charged to 1720 through payroll.

5. EPRINT REPORTS
The November month end reports are currently available on eprint.  You can get to eprint through the Financial Systems link on your employee portfolio and using your FRS UserID and Password.

6. TIP OF THE MONTH: INQUIRY EXCEL DOWNLOADS
If you have done any downloading of Inquiry information into Excel, you will notice that all of the wording comes in as capital letters.  A list of names that are capitalized from other sources can easily be changed to lower case or mixed case with functions available in Excel.

Example: If you have a column of all uppercase names, convert them to first letter capital by using the "PROPER" function. Simply insert a new column next to the column to be converted, insert the formula "=PROPER(original cell location)" and the new column will display the name with Upper and Lower case letters. Then copy the formula into the rest of the column and you are done!  Similarly, if you want to change all lower case letters to upper, use the "=UPPER" function, and changing all upper case to lower, use the "=LOWER" function.

If you have a tip that you have learned and would like to share related to ELF, HRMS, Inquiry, FRS, or any other frequently used system, please submit them to vnye@wesleyan.edu to be shared in the next edition.

7.  ACCOUNTS PAYABLE DEADLINES
All vouchers received by 4:00 pm on Thursday will be processed for payment for the following week's check run.  Please see the Finance and Administration web site for additional policies and procedures related to Accounts Payable. 

Please note, due to the holiday break, Friday, December 24th, 2004 through Monday, January 3rd, 2005, the final check run for 2004 will be on Friday, December 17th.  Checks will be available for pickup after 3:00 pm on Thursday, December 16th.  All checks must be picked up by 4:00 pm on Friday, December 17th.  Checks not picked up by this deadline will be mailed to the payee.

All vouchers required to be paid by December 17th must be submitted to the Accounts Payable Office no later than 4:00 pm on Thursday, December 9th.  Vouchers received after this deadline will be paid in January 2005.

The first check run for 2005 will be on Friday, January 7th for vouchers received in the Accounts Payable Office by Thursday, December 16th at 4:00 pm.

Please contact Tamara Harley at x2843 or Regina Sipples at x2842 with any questions.

8.  PAYROLL DEADLINES
Please see the attached notice for special payroll deadlines due to the December holidays.

9. CHART OF ACCOUNTS STRUCTURE
Ever wonder how your account numbers fit into the big picture?  Yes, you actually might be able to obtain information from the number itself!  We have posted a basic chart of account structure in the Financial Systems area of our website.  www.welseyan.edu.edu/finance

10. WHO TO CONTACT
Do you need assistance on an issue or problem and don't know who to contact? If so, you can get help by clicking on the following link:  www.welseyan.edu.edu/finance/misc/contactinformation

Stay tuned for a brand new Finance and Administration web site tentatively scheduled for rollout in December.  New features will include easier to use links and expanded information. In the meantime, you can find useful information at www.wesleyan.edu/finance

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 sent out on a monthly basis corresponding with the availability of month end financial reports.  Submissions for inclusion are due five business days before the end of the month and can be sent to Valerie Nye (vnye@wesleyan.edu)