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INFORMATION QUICKLINKS |
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Finance
Monthly - October 2006
24th Edition
Systems
1. Month End Reports
2.
Inquiry -
New Look!
Deadlines
3. Accounts Payable
4. Commercial Card
Other News
5. Payroll -
Undergraduate and
Temporary Employee Time Entry
6.
Purchasing News -
Copier
Supplies and Service
Out of Office
Info
7. New WSA
Funding Procedures
8. Who to Contact? -
Thank You Kim Dombek
1. MONTH END REPORTS
The September 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.
Keep in mind that Fiscal 2006 is not yet officially closed
from a systems perspective. If you monitor any general
ledger accounts, you will not see a beginning balance until
we close the prior year (which will be sometime in October).
2. INQUIRY -
New Look
ITS, in coordination with the
Finance Office, is pleased to announce a new version of the
Inquiry Financial System. The system will have a new look
and feel, while keeping the functionality very similar to
the current system.
Beginning today, all Inquiry users will see a new link on
their portfolio titled "NEW Inquiry". Both systems will be
available for a transition period until November 30. At
that time, the old Inquiry will go away and the NEW Inquiry
will become simply Inquiry. We encourage all users to go
into the New Inquiry to get a feel for the new platform.
We will be offering two training sessions that will
demonstrate the differences between the old and new
platforms. It is important to note that these sessions are
NOT intended to be Inquiry training and will
not be hands on. They will simply be a demonstration of the
differences between the two platforms. The sessions are as
follows:
Tuesday, October 3
2:45-4:00
Shanklin 107
Friday, October 6
8:45-10:00
PAC 001
If you would like to attend one of the sessions, please
email Valerie Nye in the Finance Office at vnye@wesleyan.edu
with your name, department and what session you will be
attending.
3. ACCOUNTS PAYABLE DEADLINES
All vouchers received by 4:00 pm on Thursdays will be
processed for payment in the following week's Friday check
run.
The Accounts Payable department has been updating their web
pages with helpful information. Please 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
4. COMMERCIAL CARD
Statements and receipts for the billing period ending
September 20th are due to the Finance Office, attention Tami
Sabo, by October 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
The Finance Office has begun conducting random audits of
cardholder statements for the validity of business
expenses. If your statement is chosen, you will receive a
letter, a copy of the applicable statement, and a Response
Form. Each cardholder is responsible for completing,
providing a more detailed description of an expense item/s,
signing the Response Form, and returning it to the Finance
Office within 10 business days.
Contact Tami Sabo, x2958, with any questions.
5. PAYROLL -
Undergraduate and Temporary Employee Time Entry
On-line time entry must only be
used for reporting current week’s hours. Retroactive hours
should be reported on the attached additional hours sheets.
You should enter the period ending date for all hours
reported on this form. Earnings code RTA (retroactive)
should be used for hours that are not for the current week.
Students should not work greater than 40 hours per week
during academic sessions. Temporary employees may have an
overtime situation. Overtime for greater than 40 hours in
the same week should be coded to earnings code OTH and will
pay at 1 and ½ times regular rate. The regular rate should
be on the timesheet. The payroll system will calculate the
overtime rate.
During breaks, vacations or summer, students may potentially
earn overtime pay. Their overtime would be reported the
same as temporary employees.
Both temporary employees and students may work in multiple
departments, sometimes unknown to other employers. In these
situations, Payroll will review hours reported greater than
40 and prorate the overtime to all involved departments
based on the number of regular hours worked in each
department.
6. PURCHASING NEWS
Copier Supplies
and Service
Ikon Office Solutions is our new
vendor for copiers. All academic departments and
administrative departments should have now received their
equipment. Please refer to the September newsletter for
instructions on placing a service call or ordering
supplies.
Out of Office Info
Welcome back to Olga Bookas from
her trip to Greece. Thank you to Kim Dombek for pitching in
during Olga's absence.
7. NEW WSA FUNDING PROCEDURES
Lisa Hendrix, the Wesleyan Student Assembly (WSA) Office
Coordinator, has implemented new procedures to help student
group leaders manage their funds.
Effective immediately, departments contributing funds to
support a student group activity or event, will no longer
transfer money directly into the student group accounts
(866XXX). Instead, please provide the appropriate account
information to Lisa using a new electronic form found on the
WSA web page called the "Department Contribution Form."
This form replaces the ELF journals used in the past. As
with the ELF journals, once you complete and submit the
form, Janine Lockhart, fiscal manager for Academic Affairs,
will review and approve it before sending it on to Lisa to
use in processing the paperwork. Expenses will be charged
directly against the account number provided and a hard copy
of the accounts payable voucher/attachments will be
forwarded for departmental files.
A direct link to the form is provided below. If you have any
questions, please contact Lisa Hendrix, x3996.
http://www.wesleyan.edu/wsa/contributionform.htm
8. WHO TO CONTACT -
Thank You Kim Dombek
Kim Dombek has assisted the
Finance office in a temporary capacity since March, 2006.
She has been instrumental in assisting with Commercial Card
administration, as well as Purchasing duties. She has
accepted a position outside of Wesleyan and her last day
will be October 6. A special thank you to Kim for her hard
work.
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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