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Finance Monthly - April 2005
Sixth Edition
(To celebrate Daylight Savings - we have
"sprung ahead" and renamed the monthly edition for the month in which it is
distributed.)
Systems
1. Month End Reports:
Year End
2. Object Codes:
Groups and Sub-groups
3. ELF, FRS, Inquiry, HRMS:
Training
4. Tip of the Month:
Searching for ELF Forms in FRS/Inquiry
Deadlines
5. Accounts Payable Deadlines
Other News
6. Petty Cash Audits
7. Personnel Updates
8. Finance and Administration Website
9. Who to Contact? Help link
1. MONTH END REPORTS:
FISCAL YEAR END IS ON ITS WAY
The March month end jobs have successfully run and
the reports are currently available on Eprint. Users can access Eprint
through the Financial Systems link in their employee portfolio and by using
their FRS operator number as the UserID and FRS Password as the Eprint
password.
Fiscal year end is just around the corner! Please be sure to review your
YTD percent spending so that accounts are on track to be balanced at year
end. Your accounts should be close to 75% expended.
2. OBJECT CODES: GROUPS AND
SUB-GROUPS
In an effort to streamline account reporting and
analysis, the Finance office, in conjunction with various committees, have
finalized the object code structure into groups and sub-groups. This
concept was briefly introduced in last month's newsletter with the new
Eprint report that is currently available. See the attached document which
describes this concept in more detail.
Each sub-group has an assigned object code that represents the budget pool
for that sub-group. These will be used for budget planning purposes and
direct charges should not be made to these pool codes. For those of you
familiar with Screen 19 in FRS, you will notice that the subtotals have been
changed to correspond with the attached structure.
One change should be noted in Group 2 - Other Compensation. The overtime
object code 1710 has been changed to 1735 so that it falls within the Misc.
Compensation sub-group. Any activity that was in 1710 for Fiscal 05 has
been redistributed to 1735.
Another change is in the Budget Implementation Pools (2000-2009). Object
code 2005 was historically used for Unrestricted Operating Carryforwards.
OC 2005 will be changed to 2003. OC 2004 was historically used for
Endowment Income - New Gifts and this will be deleted.
Finally, what used to be referred to as Non-Personnel Discretionary will now
simply be summed as Operating Expenses and what used to be Non-Personnel
Non-Discretionary will now be called Centrally Managed.
You now have the ability to run Inquiry reports on these groups and
sub-groups with the Account/Object Code Summary Setup report.
3. ELF, FRS, INQUIRY, HRMS:
TRAINING
Finance and Administration is offering training
sessions on a variety of subjects for all Wesleyan employees. All sessions
will be held in the ITS training room, SC523 on a regularly scheduled basis
during the academic year. Attendance is on a first come, first served
basis. Employees may register for these sessions by completing the online
form which can be found at:
http://www.wesleyan.edu/finance/misc/trainingScheduleRequest/index.html
Individual training on FRS can be requested by contacting Susan Pavis,
spavis@wesleyan.edu, x2839.
4. TIP OF THE MONTH:
SEARCHING FOR ELF FORMS USING INFORMATION FROM FRS/INQUIRY
You can locate a journal entry done in ELF, from
information in FRS or Inquiry. You can see a journal entry was done in ELF
by the Batch ID of ELFXXX in FRS/Inquiry (FRS Screens 23 or 27, Inquiry
Account Transaction Detail Report). Then you can find that entry in the ELF
system by obtaining the ELF ID from the Ref 2 field (Inquiry transaction
report or FRS screen 27).
Now enter the ELectronic Forms system from your employee portfolio and click
on "Access My Forms". Click "Search". Under "Search Methods" click "Elf ID
Search" and then enter the ELF ID from Reference 2 in the FRS/Inquiry
system. Note the "Type of Search = Normal User". If you are a normal user,
you will only be able to bring up an entry that has passed your Inbox at
some point in time.
5. ACCOUNTS PAYABLE: DEADLINES
All vouchers received by 4:00 pm on Thursday will be processed for
payment for the following week's Friday check run. Please see the Finance
and Administration website for additional policies and procedures related to
Accounts Payable.
Contact Tamara Harley at x2843 or Regina Sipples at x2842 with any questions
6. PETTY CASH AUDITS
The Financial Services office will be conducting an audit of the
University's Petty Cash funds. This is a simple process. A member of the
Financial Services office will meet with the Custodian of the department's
Petty Cash fund and do a count of the funds and a procedure review. Fund
Custodians will be contacted to set up a date for this audit.
7. PERSONNEL UPDATES
We welcome Chris Bartholomew as Finance's new Compensation Budget
Manager with responsibility for the position management system. Chris can
be reached at extension 3954. Chris, who has replaced Debra Houle, was
previously the HRMS Project Manager. Debra has left Wesleyan to pursue
other interests.
8. FINANCE AND ADMINISTRATION WEBSITE
Hopefully by now you've had a chance to visit the new and improved
Finance and Administration website at
www.wesleyan.edu/finance. We welcome comments and suggestions as we work
in making this a reference destination for your daily work.
9. WHO TO CONTACT
Do you need assistance on an issue or problem and don't know who to
contact? Find your contact by clicking on the following link:
http://www.wesleyan.edu/finadm/finance_and_administration_help_list.htm
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 emailed 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
Valerie Nye, vnye@wesleyan.edu.
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