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Finance Monthly - November 2005
13th Edition

Systems
        1. Month End Reports
        2. ELF, FRS, Inquiry, HRMS: New version of QVT/Term available
        3. Object Codes: 2620 - Delivery Service
        4. Tip of the Month: Using Inquiry to Look up Vendor Numbers
Deadlines
        5. Accounts Payable Deadlines: November/December Holidays
        6. Payroll Deadlines: Veterans' Day and Thanksgiving
Other News
        7. Accounts Payable Reminders: Advances, Mileage, Vendors, Check pickup, Non-US Citizens, etc.
        8. Who to Contact?
        9. Finance and Administration Website


1. MONTH END REPORTS:
The October 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.

2. ELF, FRS, INQUIRY, HRMS: New version of QVT/Term available
It has come to our attention that people are experiencing problems doing screen prints of FRS screens via QVT/Term. The versions that seem to have the problem are V4.1.*. There is a new version of QVT/Term available (version 5.2) that appears to fix this printing problem. Please contact your desktop support person to have this upgrade installed.

Requests for systems training can be requested by contacting Susan Pavis, spavis@wesleyan.edu, x2839.

3. OBJECT CODES: 2620 - Delivery Service
There are various charges in the system relating to overnight mail using object code 2620 - Delivery Service. As you may know, over the past year the object codes have received an extensive overhaul. In order to refine the postage expenses, one of the additions to the list was an object code for Overnight Mail (2581). This code is intended for any Fedex, UPS, Express Mail etc. that is done within the office operations. 2620 - Delivery Service is intended for expenses such as water delivery, or other transportation costs etc.

4. TIP OF THE MONTH: Using Inquiry to Look up Vendor Numbers
As mentioned below in the Accounts Payable reminders, it is helpful to include the vendor number on the voucher rather than write out the entire mailing address every time the vendor is paid (especially if you are paying the same vendor every month). This can be done in both FRS and Inquiry. Attached are instructions on how to look up Vendor numbers using Inquiry.

5. ACCOUNTS PAYABLE DEADLINES
Please see attachment regarding the special deadlines related to the Thanksgiving holiday.

Even though we may be in denial, December is right around the corner and it is never too early to start reminding everyone of the special Accounts Payable deadlines that happen during this month.

*Due to the December Holiday break, Friday, December 23, 2005 through Monday, January 2, 2006, our final AP check run for 2005 will be on Friday, December 16. All vouchers required to be paid by December 16 must be submitted to the Accounts Payable Office no later than 4:00pm on Thursday, December 8. Vouchers received after this deadline will be paid in January 2006.

*The first check run for 2006 will be on Friday, January 6 for vouchers received in the Accounts Payable Office by Thursday, December 15 at 4:00pm

During normal weeks, 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. PAYROLL DEADLINES: Veterans' Day and Thanksgiving
Please see attachment ("holiday notice 111120051") for important payroll notice regarding Veterans' Day banking and a separate attachment (holiday notice 11242005") regarding the Thanksgiving Holiday.

7. ACCOUNTS PAYABLE REMINDERS: Advances, Mileage, Vendors, Check pickup, Non-US Citizens etc.
*Travel advance requests and clearing of a travel advance must be sent directly to Valerie Nye in Financial Services. The only exceptions are vouchers clearing an advance that are using Grant account numbers (5xxxxx). In this case, they should be sent to Rose Pandolfo for approval with a note asking that they be forwarded to Valerie. They should not be sent to Accounts Payable.

*For more efficient & faster processing in Accounts Payable, please do not hold your invoices and then bring all vouchers to us at one time (usually deadline day). This causes us to get vouchers trickling in the beginning of the week and then swamps us on our deadline day, when all departments send their vouchers at once.

*Note-Accounts Payable can not pay by a statement, we need original invoices to process and original receipts to reimburse, not copies.

*If you have been trained in FRS or Inquiry to look up vendor numbers, please do so. Remember that if the vendor number is put on the voucher there is no need to write out the addresses on US mail vouchers. Just the name of the company and 1099 info is needed. However, if you use vendor numbers on campus mail vouchers (faculty, staff & students), just list the Department or Wes Box number. This will allow us to code it for proper mail distribution. See #4 above for instructions on how to look up vendor numbers.

*The University mileage rate is .38 cents a mile as of July 1st 2005 and is reviewed/changed once a year in July.

*It is the responsibility of the department to know if you have marked a check "hold for pick up" and when it will be available. Our codes only specify that a department will be picking up a check not who will be picking up a check. If a check is not picked up we have to go through our files and pull all the vouchers to find out what department requested the pick up. It takes a lot of our time when we have a stack of checks that have not been picked up during the scheduled hours. Attached is the check pick up schedule. AP checks not picked up by 4:00pm on Friday of each check week will be mailed to the address listed on the check.

*When processing a payment for a Non US Citizen, all AP or Travel Vouchers must go to Christine Rodrigue. If you are processing a payment to a Permanent Resident they can be sent to Accounts Payable but they need to have a W-9 form and a copy of the individuals green card attached.

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/finance/misc/contactInformation/

9 FINANCE AND ADMINISTRATION WEBSITE
The Finance and Administration website offers an abundance of information. Be sure to check out www.wesleyan.edu/finance. 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.

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$c:\program files\qualcomm\eudora\attach\holiday notice 112420051.doc$ holiday notice 112420051.doc

$c:\program files\qualcomm\eudora\attach\How to look up vendor numbers in Inquiry2.doc$ How to look up vendor numbers in Inquiry2.doc

$c:\program files\qualcomm\eudora\attach\holiday notice 1111200512.doc$ holiday notice 1111200512.doc

$c:\program files\qualcomm\eudora\attach\Check Distribution3.doc$ Check Distribution3.doc