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INFORMATION QUICKLINKS |
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Finance Monthly
- August 2006
22nd Edition
Systems
1. Month End Reports
2.
ELF Delay
3. Inquiry
- New Look!
Deadlines
4. Accounts Payable -
Labor Day Deadlines
5. Commercial Card
Other News
6. Year End -
Accruals and Fiscal 2007 Budgets
7. Purchasing News
-
Copiers
Office Supplies
Crystal Rock
FedEx
Nextel
8. Fiscal Year 2007
- Gift Accounts
9. Who to Contact?
1. MONTH END REPORTS
The July 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.
In addition, Fiscal 2006 third close jobs have run successfully and
the Inquiry default year is now 2007.
2. ELF DELAY
Now that we have run Fiscal 2006 third
close, all accounts should be final at this time and Fiscal 2006 is
no longer available in ELF. In addition, there is no longer the
need to have the delay. Therefore, all entries approved during the
day will process overnight and be reflected in the system the next
day.
3. INQUIRY - New
Look
Inquiry is getting a makeover! Same
functionality. New look. Details to follow soon!
4. 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.
The Accounts Payable department has been updating their web pages
with helpful information. Please look the pages over and save the
site as a favorite for quick answers to questions you might have.
http://www.wesleyan.edu/finance/financeDept/accounts/
Contact Tammy Harley, x 2843 or Regina Sipples, x2842 with any
questions.
Also, if you know anyone that needs to be added or deleted from the
AP mailing list, please click on the link below and read the second
paragraph.
http://www.wesleyan.edu/finance/financeDept/accounts/apPolicy.html
Labor Day Deadlines
On Monday, September 4th, the
University will observe the Labor Day holiday.
All Accounts Payable Vouchers that must be paid on Friday, September
8th, must be received in the Accounts Payable Office no later than
Wednesday, August 30th at 4:00 pm. Payment requests received
beyond this deadline will be processed for payment on September
15th.
5. COMMERCIAL CARD
Statements and receipts for the billing period ending July 20th
are due to the Finance Office, Christine Rodrigue, by August 20,
2006. The statement requires the signature of both the
cardholder and their supervisor/fiscal manager.
Expenses on the Commercial Card are not eligible for reimbursement
on a travel expense report. Please see Commercial Card policies at
http://www.wesleyan.edu/finance/financeDept/accounts/travelPolicy.html#2.%20Credit%20Cards%20-%20Corporate%20/%20Personal
Contact Christine Rodrigue, x3502, with any questions.
6. YEAR END -
Accruals and Fiscal 2007 Budgets
Thanks for a smooth year end. If you have
not already done so, please be sure to forward any accrual
documentation to Susan Pavis. KPMG will on campus beginning
September 5 for the financial audit.
Please note that the budget you see in fiscal year 2007 endowment
accounts is only the new income available for the account and the
carry-forward of remaining 2006 funds will not be loaded until the
old fiscal year is closed out (late August). The same holds true
for fiscal year 2007 gift and grant account carry-forwards. If you
have any questions regarding endowment, gift or grant budgets,
please contact Kimberly Savinelli.
7. PURCHASING NEWS
Copiers:
Great News!!
Purchasing and ITS are pleased to announce that we have awarded the
copier contract to Ikon Office Solutions. Their offices are located
at 655 Winding Brook Drive, Glastonbury, CT 06033. The new contract
will begin on October 2, 2006 through September 30, 2010. This
partnership with Ikon Office Solutions will provide us with high
quality copiers, the latest technology offered and excellent
service.
The new negotiated copier contract will result in huge savings for
Wesleyan University. The estimated cost savings is approximately
$300,000 for a four year contract. Please welcome Mark Almeida,
our Account Manager as he will be visiting your departments and
accessing your copier needs.
We appreciate your support and assistance for a smooth transition.
More details will be coming soon.
Office Supplies:
Purchasing and Staples will host a
vendor show on Tuesday, August 22, 2006 at Woodhead Lounge from 9:00
– 11:30 am. Stop by to meet key vendors and pick up your free
samples for the new academic school year.
Crystal Rock:
Our new bottle water provider has done
an excellent job in implementing a smooth transition. Thank you all
for your continued support! You may call John Peters at his cell
203 910-2742 for a quick service. They also offer great tasting
coffee too… Give them a try!
FedEx:
Our FedEx Account Number is 17966652
Lisa Davis and
Olga Bookas are pleased to inform you that in addition to the great
contract that we already have in place with FedEx, we negotiated the
following for international shipments:
- International Bonus Weight
Envelope: You may fit as many documents as possible to
an envelope and you will be charged only the 8oz price which is
$12 plus fuel surcharge depending on the zone. This is for
international priority and it must be processed thru automation
FedEx system (no hand written airway bills). Because these are
only documents, you will not need a commercial invoice and this
is a “Door to Door” service.
- IP Doc International Program:
This program is for a FedEx Envelope or a Pak as long as it is
under 2lbs and must be processed thru the
automation FedEx system.
- 0-5lbs International Program:
This program was just offered last week where you may ship
anything under 5lbs as a priority service. All prices will be
listed on the Purchasing web site soon. All pricing should be
treated with confidentiality.
If you have any questions, please call Rick
Camilleri at 800 448-9961 ext 8109. For proper delivery when
ordering FedEx supplies, please remember to add your name and your
department.
Nextel:
As a reminder, the University has
contracted with Nextel for cell phone service and equipment. A
pooled minutes plan is in effect which allows the University to
maximize minutes provided and minimize additional charges. Employees
that currently have an existing University cell phone will need to
transition their phone service to Nextel when their current plan
ends, but no later than 12/31/06. Example: we are receiving
invoices that are $175 where we should be paying $35. For more
information regarding cell phones, please contact Olga Bookas.
Vacation:
Please note that Olga Bookas will be
out of the office from Friday, September 1st through the
30th. In her absence, for any emergency related
purchasing issues, please contact Nate Peters at ext. 2833. A
detailed email will follow with key vendor contacts.
8. FISCAL 2007 -
GIFT ACCOUNTS
Beginning in fiscal year 2007, there will
be a change to gift accounts. In the past, gift accounts had been
coded as project accounts which means that the information seen was
cumulative. Starting July 1, gift accounts have changed over to
fiscal year accounts, similar to the way endowment accounts are
viewed. The most noticeable changes will be that new gifts will be
reflected as additional budget in object code 2001. Unspent
balances from prior years will be reflected as budget in object code
2002. In FRS, the "actual" column on screen 19 will represent
current year activity only, not cumulative amounts. If you have any
questions on this change in presentation, please contact Kim
Savinelli at 3683.
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/finance/misc/contactInformation/
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 e-mailed 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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