Finance Monthly - JUNE 2005 
Eighth Edition

Systems
        1. Month End Reports:  Weekly EPrint reports begin
        2. Object Codes:  Budget Object Codes
        3. ELF, FRS, Inquiry, HRMS:  Unapproved ELF Forms
        4. Tip of the Month: Little Green Triangles in Excel
Deadlines
        5. Accounts Payable Deadlines
        6. Payroll 2005 Processing Schedule
        7. Year End:  Supply Orders
Other News
        8. Who to Contact?
        9. Finance and Administration Website
        

1. MONTH END REPORTS: 
The May month end jobs have successfully run and the reports are currently available on Eprint.  Users can access Eprint through the Administrative Applications area 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!  In order to facilitate year end reporting,  updated Eprint reports will be available each Monday throughout June.  These reports will show balances and transactions through the previous Sunday.  For the most current information,  Account Summary reports should be run out of Inquiry.

In addition to the weekly Eprint reports, Fiscal Managers will also be receiving weekly deficit reports via email that highlight operating accounts that have a negative budget balance available.  The purpose of the report is to  identify which accounts may need to be researched to determine if a problem exists and to identify a source of funds, either at the department level or at the officer level.


2. OBJECT CODES:  Budget Object Codes
The following object codes are the current budget pool codes and are to be used for budget purposes only.  Actual expenses should not be charged to these codes in Fiscal 2005:

2000 - Operating Budget Pool
2001 - Restricted Gift Budget Pool
2002 - Endowment Income and Carryforward
2003 - Endowment Income and New Gifts
2004 - Endowment Income Current Year
2005 - Operating Carryforward

In addition, the pool budgeting concept will be expanded for Fiscal 06 budget implementation to include the following additional object codes:

2010 Office Supplies
2200 Office Operations 
2900 Athletic Supplies
3000 Professional Services 
3400 Publications/Advertising
3500 Outside Services
4000 Research Supplies/Materials
4110 Wesleyan Sponsored Faculty Research 
4200 Instructional Materials
4300 Lab Supplies 
4350 Library Acquisions and Services
4500 Travel 
5000 Equipment Purchase, Rental & Repair 
5100 Events, Programs and Activities
5900 Interdepartmental charges
6000 Publishing [formerly Wes Press]
6500 Foreign Programs 
7000 Facility Related Expenses 
8000 Student Support

Beginning in Fiscal 06, these additional budget pools will be used to distribute operating budgets.  However, they are for budget purposes only.  Expenses should be charged to the specific object code that falls within the sub-group range.  More detail information on this concept can be found in previous monthly newsletters (archived on the Finance website)


3. ELF, FRS, INQUIRY, HRMS: Unapproved ELF Forms
As year end approaches, please review the mailboxes in the ELectronic Forms systems.  Carefully look through the "Drafts" box to be sure that there are no outstanding forms waiting to be completed.  You may want to delete any active or returned forms from prior fiscal years and revisit any unapproved forms to be sure that they post before the end of June.  Remember, a form is not considered posted until it is approved.

Finance and Administration offers training sessions on a variety of subjects for all Wesleyan employees.  All sessions are 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:  Little Green Triangles in Excel
Some downloaded data from Inquiry comes into Excel formatted as text instead of in a number format. Reformatting in this instance requires a special process. Here's how to do it (and get rid of those little green triangles at the same time!):

1. Go to an empty cell and enter a number (I usually open a blank workbook just to make sure I'm starting with a clean          cell) .

2. Select the cell and change the number format to your preferred format.

3. Copy the cell.

4. Select all of the cells you would like to have this format.

5. Choose "Paste Special" from the Edit menu or by right-clicking.

6. Select the radio button for "Multiply" and click ok.

5.  ACCOUNTS PAYABLE DEADLINES
With year end fast approaching, now is the time to follow up with vendors who have not yet invoiced you for incurred expenses.  All invoices for Fiscal 2005 expenses must be received in Accounts Payable by Wednesday, June 15 at 3:00 p.m.   

We encourage any expenditures planned for the month of June to be invoiced and submitted before the June 15 deadline.  If you are aware of an expenditure that will be incurred between June 15 and June 30, please request an accrual to be approved by your Fiscal Manager and submitted to Susan Pavis in Financial Services.  Accrual requests must be made by June 15 and invoices to support the accrual are due to Susan by July 11.

Contact Tamara Harley at x2843 or Regina Sipples at x2842 with any questions


6. PAYROLL HOLIDAY NOTICE
See attached payroll notice for recent updates to the 2005 processing deadlines.


7.  YEAR END:  Supply Orders
Now is the time to check the supply closet and make your final Fiscal 2005 orders.  Any necessary supplies that are ordered from Corporate Express, WB Mason or Staples should be ordered by Wednesday, June 15 to facilitate year end reporting.   Please note that any backordered items will not be charged to Fiscal 2005 unless they are shipped before June 30.  Supplies are only charged on shipment date.


8. 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


9. FINANCE AND ADMINISTRATION WEBSITE
The Finance and Administration website has a lot of information available for use at your fingertips.  Be sure to check out www.wesleyan.edu/finance. periodically for answers to your most frequently asked questions.  We welcome comments and suggestions as we work in making this a reference destination for your daily work.


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.


 

2005 pr proc schedule11.doc