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INFORMATION QUICKLINKS |
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Finance
Monthly - September 2006
23rd Edition
Systems
1. Month End Reports
2.
Inquiry -
New Look!
Deadlines
3. Accounts Payable
4. Commercial Card
Other News
5. Year End -
Auditors
6. Payroll -
Direct Deposit for Temporaries
7. Purchasing
News -
FedEx
Account Correction
Copier Supplies
and Service
Out of Office Info
8. Centrally
Managed Expenses -
Object Group 5
9. Who to
Contact? - Welcome Tami
Sabo
1. MONTH END REPORTS
The August 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 after the audit is complete).
2. INQUIRY - New
Look
Inquiry is getting a makeover!
Similar functionality. New look. Details to follow soon!
3. ACCOUNTS PAYABLE DEADLINES
All vouchers received by 4:00 pm on Thursdays 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 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 August
20th are due to the Finance Office, Christine Rodrigue, by
September 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.
5. YEAR END -
Auditors
KPMG will be on campus beginning
September 5 for approximately three weeks for the annual
financial audit.
6. PAYROLL -
Direct Deposit for Temporaries
Effective August 21, 2006, Wesleyan
began offering direct deposit as an option for Temporary
Employees. Please note, direct deposit is better suited to a
long term temporary than an employee who will be employed for a
limited time. It takes two pay cycles to prenote and set-up
before direct deposit takes effect. In other words, if someone
signs up during their first week, direct deposit will go into
effect during their third pay period.
Find attached copy of the direct deposit form for Temporary
Employees. Note that Temporary Employees are limited to choose
one account to deposit to. Please offer this opportunity to any
of your temporary employees who have been or will be here for an
extended period of time. It is recommended that you offer
Direct Deposit to any new Temporary Employees. Our goal is to
eliminate lost checks and expedite payroll payments for these
employees.
If you have any questions, please feel free to contact The
Payroll Office.
7. PURCHASING NEWS
FEDEX Account
Correction
Please note there is a correction to
the FEDEX account number that was given out last month. The
correct number is
179666952.
Copier Supplies and
Service
Ikon Office Solutions is our new
vendor for copiers. All academic departments have received
their equipment. Administrative departments will be receiving
their copiers before the end of September. There are two ways
to place a service call or order supplies (toner, staples):
Option A: Call (888) 456-6457
For Service, choose option 2, press 0 to speak to a customer
service representative.
You will need to provide the equipment ID found on
the Ikon sticker.
For Supplies, choose option 3, press 0 to speak to a customer
service representative.
You will need to provide the equipment ID found on
the Ikon sticker.
Option B: Web ordering:
For service, go to:
http://w104.ikon.com/service_request/form_service_request.asp
Complete the online form then click
submit. You will receive an email confirmation on your service
call.
For supplies, go to:
http://www.ikonsupplies.com/registration/signin.jsp?FOLDER%3C%3Efolder_id=2534374302024781&bmUID=1157043105611
Click on Register and fill in the information for steps 1 and
2. You only need to complete the registration process once. The
next time you log on you will use your email address and
password you created when you registered.
If you have any questions on the above options, please contact
Mark Almeida at Ikon, (860) 306-6549.
Out of Office Info
Olga Bookas will be out of the office
during the month of September. The attached document contains
all the key vendor information that will enable you to call
directly. It would appreciated if you can handle any requests
directly with the vendor so you may receive faster service.
You may also contact Kim Dombek x3153 or
kdombek@wesleyan.edu.
Mark Almeida from Ikon Office Solutions has begun the process of
installing new copiers in Academic departments. Administrative
offices will be receiving their copiers during the middle of
September. Training will be available during installation and
as needed thereafter. Mark will be visiting all the departments
over the next several weeks to go over how to order toner
supplies, place service calls, etc. You may reach Mark at
(860)306-6549. Your old copiers will be disconnected and moved
to the side to allow your new copier to be connected. If you
have space issues, please coordinate a location for your old
machine to be stored on your floor temporarily. Your old copier
will be picked up by CBS Blooms during the beginning of
October. We appreciate your cooperation.
Office furniture: Any inquiries about furniture products,
please contact Jim Teta at 888 926-2766 x1844 or
jim.teta@wbmason.com.
Jim will be able to process furniture orders.
Olga will return to campus on Monday, October 2nd and will get
to your phone message or email as soon as possible.
8. CENTRALLY MANAGED EXPENSES:
Object Group 5 (OG5)
Object Group 5, known as “Centrally Managed Expenses,” is
defined by object codes in the range 9000-9999. There are a
number of costs that the university pays for centrally and a
portion of these costs are allocated out to departments using
the following object codes:
-9010 Telephone Equipment
-9020 Photocopy Lease
-9050 Equipment Maintenance Outside Service
For these object codes, the budget is provided to a department
using central funds and expenses are charged to equal the
budget. This cost allocation allows the university to assign
indirect costs to a department.
-9050 Equipment Maintenance Outside Service
Over the years, we have experienced a significant decrease
in the number of typewriters on campus and in turn, we have also
experienced a significant decrease in the cost of the
maintenance contract. Since the cost of the contract is very
minimal, the Finance Office has decided to centrally manage the
contract and no longer allocate this cost out to departments.
This means that both budgets and related expenses in object code
9050 have been eliminated at the departmental level. You may
notice this change with the August month-end reports.
Over the next few months, the Finance Office will review the
other centrally managed expenses to determine whether cost
allocations to departments are still necessary. We will keep
you informed of any changes via this newsletter.
If you have any questions, please contact Sun Chyung, X2249.
9. WHO TO CONTACT -
Welcome Tami Sabo
Please welcome Tami Sabo as a new
Staff Accountant in the Finance Office. Tami's responsibilities
will include Commercial Card administration, as well as Travel
Advance processing.
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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TEMP direct deposit form 082120062.doc 
key vendor info.doc 
