Finance Monthly - MAY 2005
Seventh Edition
Systems
1. Month End Reports
2. Object Codes: Publications
3. ELF, FRS, Inquiry, HRMS:
NEW Inquiry Information Available
4. Tip of the Month:
Transposing in Excel
Deadlines
5. Accounts Payable Deadlines
6. Payroll Holiday Notice
7. Year End
Other News
8. Purchasing and Procurement:
New Supply Partners
9. Postage Permit Use
10. Budget Planning Implementation:
Benefit Rate and Operating Expenses
11. Who to Contact?
12. Finance and Administration Website
1. MONTH END REPORTS: FISCAL YEAR END IS ON
ITS WAY
The April 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! It is important to note that
Eprint reports are one snapshot in time at month end. To be sure that you
are looking at the most current information, please run Account Summary
reports out of Inquiry and review your YTD percent spending so that accounts
are on track to be balanced at year end. Your accounts should be close to
83% expended.
2. OBJECT CODES: Publications
We have made significant changes to the Publications subgroup of
object codes. If your area creates any type of publication, please note
that the following object codes are now available for use:
3400 Publications Pool Code
3404 Printing
3405 Pre-Press
3406 Outside Mail Services
3407 Bulk Mail Postage
3408 Design
3410 Advertising/Promotion
3425 Photography
3426 Photo lab/prints
3427 Photo Supplies
3428 Photo Repair3411 Writing
3429 Proofreading/editing
3430 Publication rights (i.e. reprints)
3431 DVD/Video production
3435 Misc Costs of Publications
Visit the finance website for a list of commonly used object codes or
contact Valerie Nye for the complete set.
3. ELF, FRS, INQUIRY, HRMS: NEW Inquiry
Information Available
The Inquiry system is a database system that houses many types of
financial information. Be sure to check out the available folders on the
left panel of the system.
You can now search for transactions by Batch ID. Using the Account
Transaction Detail report under S/L accounts you can now pull up
transactions with just a Batch ID. And coming soon we will be adding a Post
Date which will allow you to pull up any transaction that was posted to your
account on a particular day or date range.
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: Transposing in Excel
The "Transpose" function in Excel changes spreadsheet rows to
columns and columns to rows. To do this, highlight the spreadsheet or range
to be transposed, select Edit, Copy, then go to a new blank
cell in spreadsheet and select Edit, Paste Special, then click
on Transpose box.
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. Please obtain and
process these invoices for payment in a timely manner.
All vouchers received by 4:00 pm on Thursday will be processed for
payment for the following week's Friday check run. Attached is a
special notice relating to Memorial Day accounts payable deadlines.
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. PAYROLL HOLIDAY NOTICE
See attached payroll notice for Memorial Day deadlines.
7. YEAR END
This time of year, it is very important to keep an eye on your account
balances, budget balance available and anticipated expenses so as not to
spend more than what is available by year end. We strongly encourage you to
use Inquiry to check your balances as that will give the most current
balance and expenditure information. Under the Inquiry folder labeled
General Lists you can find a report that will give you a list of all
accounts you have access to. Balances can be obtained from the report
"Financial Reports/SL Accounts/Account Summary" This will give you a report
of expenses to date, percent used and balance available.
In order to facilitate year end reporting, Financial Services will be
distributing deficit reports to the fiscal managers periodically throughout
the months of May and June. Please be sure your account has not gone into a
deficit. If it does have a negative balance available, please notify your
fiscal manager.
**** Look for a complete Year End Calendar to be distributed in a couple
weeks. *****
8. PURCHASING AND PROCUREMENT: New Supply
Partners
The Purchasing and Procurement web page is now active. Please go
to
http://www.wesleyan.edu/finance/financeDept/purchase/
for information on all University Purchasing initiatives, including the
announcement of our new Office Supply Partners, Staples Business Advantage
and W.B.Mason. Web site training for Staples and W.B.Mason is now being
held to facilitate the transition.
Significant savings on copy paper prices are now available from Staples and
W.B. Mason. Wesleyan has contracted with various vendors for
products and services that can offer the best prices, products, services and
delivery.
9. POSTAGE PERMIT USE
Any department that uses the University Bulk Mail account at the Middletown
Post Office must receive approval from Lisa Davis at Wes Station prior to
the use. The approval should be obtained on the attached form indicating
the account number to be charged. Please contact Lisa Davis with any
questions on use of the Bulk Permit account.
10. BUDGET PLANNING IMPLEMENTATION
The total benefit rate for Fiscal 06 is 27.30%.
Note for Fiscal 2005/06 operating expense budgets will remain flat. Please
see #8 for purchasing opportunities available to make the best use of
operating dollars.
11. 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/finance/misc/contactInformation/
12. 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.
Memorial
Day 20051.doc
holiday notice
05020051.doc
AUTHIZATION FOR
PERMIT ACCOUNT[2]11.doc
