News Archives | Page 2 of 5 | Financial Services

University PCard Administrator Change

Dear Colleagues,

We wanted to communicate that Dawn Cadd has accepted a new opportunity on campus and will be leaving Financial Services effective today. In the interim, Eudora Struble will be assuming operational oversight of the day-to-day activities of WFU’s University PCard program. Fortunately, Eudora has been serving as Dawn’s back-up for several months and is familiar with the University PCard program administration. Eudora will be the main contact for all questions. Her contact information is:

Eudora Struble
(336) 758-2414
strublej@nullwfu.edu

Or dial UBUY  x8289 and select Option 2.

Please join us in welcoming Eudora to her new position and in congratulating Dawn as she begins her new position.

Xerox Toner Scam – Beware of Toner Phoners

Unfortunately we are once again being contacted about buying toner for departmental printers or the Xerox multifunctional devices (MFD). If you receive such a call please direct them to Eudora Struble at x2414.  If they attempt to hang up please record the phone number and forward to Procurement Services at x8289.  These companies are running a scam, hoping to find an unsuspecting person in an office that will agree to receive an order. These orders are often sent at inflated prices. They often will drop names of people who work at Wake Forest University into the conversation to sound legitimate.

If you have a Xerox MFD all supplies are included in the department cost per impression (CPI). There is never any need to buy supplies or parts. The following link includes all information related to WFU’s Xerox program. WFU Xerox Program Information

The University recommends that all printer supplies be ordered through Deacon Depot.

The companies that are calling are named “toner phoners” and periodically become active, randomly calling university numbers until they find someone willing to talk to them.  Recently we had “toner phoners” targeting our Xerox program. You can review additional information about ‘Toner Phoners’ here.

If you receive any calls from these “toner phoners” please contact Procurement Services immediately.

NOVAtime Update

Over the past few months we have encountered several challenges with NOVAtime, the most pressing being operational downtime of several time clocks and overall system performance.

The Payroll Department partnered with colleagues in Information Systems to pinpoint the cause of the time clocks frequently being offline. A solution was identified with the service provider, and as of the time of this email, we are pleased to report that all time clocks are online. Payroll and Information Systems have also been working with our service provider to pinpoint the cause of recent system performance issues. In order to complete the necessary testing for this effort, NOVAtime will be taken offline on Tuesday 9/22/15 at 2:00pm for maintenance.

We understand the frustration caused by these issues and we appreciate your support and patience as we work to improve the NOVAtime environment.

New Electronic University PCard Application

University PCard services has been working to provide more process efficiencies and solutions in response to feedback we have received from our customers. On September 1, 2015, we will be launching an electronic PCard application and electronic approval process. Detailed instructions about this new process are listed on the Finance website here under the University PCard theme.

We will be accepting paper applications as well as electronic applications until September 30, 2015. Beginning October 1, 2015 we will only accept electronic applications.

Cardholders will experience several benefits associated with this implementation, including:

  1. Approvals will be automated and obtained via email, enabling a faster response and reducing paperwork.
  2. Detailed approval/ordering status will be communicated with the cardholder in a timely manner.
  3. Effective October 1, 2015 the University PCard and the PIN will be shipped directly to the Cardholder via the PO Box listed on the application. The card will not be activated until training is completed.

We are very excited about this improvement to our University PCard program and welcome continuing feedback. Please let us know if you have any questions or concerns.

University PCard Services
336-758-8289, option 2
pcard@nullwfu.edu

Deacon Depot Scheduled Downtime

Due to an upgrade to Deacon Depot 15.2 and scheduled Year End processes, users will experience the following downtimes beginning this coming Friday, July 17th:

  1. 8:30 pm – Monday, 7/20 at 8:30 am – Deacon Depot will experience a scheduled downtime and be unavailable while SciQuest installs the 15.2 upgrade. The system will be available again on Monday morning, July 20th.
  2. Monday, 7/20 from 8:30 am – 1:00 pm – Deacon Depot will experience downtime while year end processes take place in Banner. During this time, you may shop, create carts, and place orders. However, your order will not go completely through the system until the year end process is complete at approximately 1:00 pm. If this time is extended, you will be notified.

Deacon Depot Enhancements

As we enter a new fiscal year, Procurement Services is happy to announce some exciting enhancements within Deacon Depot. Effective July 1st, an automated receipt reminder email will be implemented.  This email will be a reminder to process a receipt in Deacon Depot (on orders greater than $250.00) so that Accounts Payable can pay invoices based on the appropriate payment terms.  For more information please visit our receiving notification page.

Additionally, two new Internal Service Provides (ISP) have been added to our catalog offerings – 88.5 WFDD underwriting packages and Graylyn Gift Shop. For full details, please visit the Deacon Depot website.

Cognos 10.2 Upgrade Information

The University’s enterprise reporting tool, Cognos, was upgraded to version 10.2 on Saturday, April 18th. Users will see some changes to the look and feel of the application, but should not experience any change functionality or report content output.

PLEASE READ the Cognos 10 2 Upgrade Information document prior to running any reports as it contains some very important information, as well as a task that you will need to complete prior to logging into Cognos the first time.

If you have any questions about the Cognos upgrade, please do not hesitate to contact Financial Services at reporting@nulllists.wfu.edu.

New Mileage Reimbursement Rate

Effective February 16, 2015, the University will raise the mileage rate for business miles to the recently published Internal Revenue Service (IRS) rate of .575 cents per mile. For any travel prior to February 16, 2015, business miles will be reimbursed at the rate of .56 cents per mile.
 
An updated travel form will be published on this site under the Forms Section found in the left side navigation. Please use the appropriate voucher that corresponds with the dates of travel. 
 
If you should have any questions, please contact Alice Hernandez, Accounts Payable Representative, at campus extension 5833 or by email at hernanah@nullwfu.edu.  Please use this email to communicate this change to faculty, staff, and students in your respective departments, as necessary.

Electronic W-2’s are Available

2014 Electronic Form W-2 is now available and can be securely accessed by logging into WF@Work through WIN.

The winner of the $100 gift card for choosing to receive his W-2 electronically is Thomas Brown.  Congratulations Thomas!!!!

Thank you for supporting sustainability by receiving your W-2 electronically.

If you have any questions, please contact the Payroll Office at payroll@nullwfu.edu.

Best regards,
Payroll Team

Accounts Payable Guidelines for Holiday Processing

As the Holiday season fast approaches, Accounts Payable (AP) would like to ensure we are able to process as many requests as possible prior to the December break. In order to ensure prompt processing before the break, we have developed some guidelines for submission of requests to AP.

Reimbursement Requests
AP has a 10 business day processing time for reimbursement requests. This means we have 10 business days to review for proper documentation and process the request in our financial system. To assist us in being able to promptly process your requests:

  • Provide a complete business purpose—this should answer who, what, where, when, and why/how the purchase benefited the University
  • Ensure all required receipts are attached
  • Provide appropriate approval signature, including those for restricted and grant funds

In order for AP to have adequate time for review and processing, please send complete documentation by noon on December 10, 2014.

Invoice Submission
AP has a 5 business day processing time for invoices. This means that AP will review and process invoices in our financial system within 5 business days. Please keep in mind that we set the payment date according to the terms negotiated by contract or terms stated on the invoice. Therefore, to ensure posting to your December COGNOS reports or payment of immediate pay suppliers before the December break, invoices should be submitted to AP by noon on December 15, 2014.

If you have any questions regarding documentation requirements or this communication, please contact AP at ap@nullwfu.edu.

Sincerely,

Your AP Team