Finance Monthly - January 2005
Fourth Edition

Systems:
        1. Month End Reports
        2. FRS Maintenance
        3. Object Codes: Memberships, Dues and Subscriptions
        4. ELF, FRS, Inquiry, HRMS Training
        5. Tip of the Month:  Inquiry Account/Object Code Monthly Report
Deadlines:
        6. Accounts Payable Deadlines
Other News:
        7. Payroll:  W2 Forms   
        8. Finance and Administration NEW WEB SITE
        9. Who to Contact? Help link   

1. EPRINT REPORTS
The January month end jobs have successfully run and the 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.

2. FRS MAINTENANCE
Various maintenance procedures were performed on the FRS system during the month of January.   Please report any unusual events within your FRS session to Susan Pavis immediately.

3. OBJECT CODES:  MEMBERSHIPS, DUES AND SUBSCRIPTIONS
Please note for your Fiscal 06 budget planning that we will be deleting the following object codes relating to Memberships, Dues and Subscriptions:

2251   AAUW Fees
2252   Listening Post Fees
2253   Amer Con Learn Soc
2254   NACUBO Membership
2255   American Council for Education
2256   AAHE Fee
2258   Assoc Govern Boards
2259   Assoc Amer Colleges
2263   CCIC
2265   Chronicle for Higher Education
2269   COFHE
2270   College Board
2275   EACUBO/NACUBO
2276   HEDS
2277   Middletown Chamber of Commerce
2283   NAICU
2285   Nat'l Council EC Oprt
2289   N E Assoc Coll
2294   ASCAP

This deletion will not affect the current fiscal year but please be sure to place all Fiscal 06 budgets for these items in the applicable generic object code (i.e. 2201 - Subscriptions, 2250 - Memberships). 

4. ELF, FRS, INQUIRY, HRMS TRAINING
Financial Services is putting together a training calendar with numerous classes available on a wide variety of topics every month.  We will be hosting approximately four sessions per month.  Additional information will be available shortly.  Please feel free to suggest any classes you may want to see.

In the meantime, 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 can be requested by contacting Susan Pavis at x2839 or email spavis@wesleyan.edu. 

5. TIP OF THE MONTH: INQUIRY ACCOUNT/OBJECT CODE MONTHLY REPORT
We are well over the six month hump and already beginning February.  Before you know it, year end will be here.  Do you want to compare your accounts with where you were last year at this time? The Account/Object Code Monthly report in Inquiry can be a real useful report in various year to year comparisons.  This report can be found under the Financial Reports/SL Accounts menu in Inquiry.

The parameters in this report contain a Month Processed (in yyyymm format) and Calendar Month (1,2,3,4 where 1=January, 2=February, 3=March etc).  If you want to see all expenses incurred in December of Fiscal 04 vs. Fiscal 05, simply choose Fiscal Year greater than or equal to 2004 and Calendar Year = 12.  The Month Processed field allows you to specify ranges.  For instance, if you want to know expenses incurred from October through December in 2004, simply choose Fiscal Year = 2004 and Month Processed >200409 and <200501.  If you want to know what your account looked like last year at this time, simply choose Fiscal Year = 2004 and Month Processed is less than or equal to 200401 (in yyyymm format meaning January of 2004). 

The results of all of these examples can be easily summarized by downloading the information to Excel and using any combination of sorting, summing and/or pivot tables.  Play around with it and look for future training classes that will further expand on this tip.

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.

6.  ACCOUNTS PAYABLE
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 contact Tamara Harley at x2843 or Regina Sipples at x2842 with any questions.

7. PAYROLL:  W2 FORMS
The 2004 W2 forms have been distributed.  If you have any questions please contact the payroll office.

8. FINANCE AND ADMINISTRATION WEB SITE
Hopefully by now you've had a chance to visit our new and improved Finance website at www.wesleyan.edu/finance. We would greatly welcome any comments and suggestions in making this a reference destination in your daily work.


9. 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:
http://www.wesleyan.edu/finance/misc/contactinformation.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 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)