News Archives | Page 2 of 6 | Financial Services

Fiscal Year-End Close Updates

Fiscal year-end closing training sessions will be held for Business Administrators, whether you are new to the University or just need a refresher:

Both sessions will be held in 401A Benson University Center. Use the links above to register through the PDC website. Any forms needed for fiscal year-end closing can be found in the forms section of this site.

Sales and Use Tax Changes Effective March 1, 2016 and April 1, 2016

The North Carolina Department of Revenue has issued directives regarding sales and use tax charged by suppliers. Departments should expect to receive invoices that show sales tax on certain services that were not previously taxed. Please note that the amounts reflected on your Cognos reports will continue to be shown net of taxes charged.

Any departments who charge sales tax on goods or services provided to students or external parties, please contact Accounts Payable for direction on ensuring you are in compliance with the new regulations.

Reimbursement & Refund Inquiry for Faculty, Staff & Students

Accounts Payable is excited to announce new functionality within WIN that will provide faculty, staff, and students access to view reimbursement and refund requests. All reimbursement and refund requests since July 1, 2005 are available for review. This Reimbursement and Refund Inquiry Quick Guide will assist in navigating the new application.

Enhanced Cognos Financial End User Reports

Financial Services is pleased to announce that the newest phase of Cognos financial end user reports enhancements has been delivered!

Please read “What’s New – January 2016” to learn more about all of the changes, some of which are:

  • Summary – Operating and Summary – Operating Including Activity & Location:  these reports now include an additional summary page to enable users to more easily compare activity across multiple departments
  • Detail – Accounts Payable report: now displays the supplier’s payment terms and invoice payment due date
  • Detail – Transaction:  now includes the pcard transaction number, when the optional pcard dataset is included
  • And more!

You can download an updated instruction manual, quick reference guide and the new Excel macros release.

If you have any feedback regarding these reports or suggestions for future enhancements, please email us at  

Mileage Reimbursement Rate

Effective January 1, 2016, the Internal Revenue Service (IRS) updated the standard mileage rate for operating an automobile for business purposes. The IRS lowered the rate from 57.5 cents per mile to 54 cents per mile. The University is adopting this new rate effective immediately for all employee business related travel occurring on or after January 1, 2016. For any travel prior to January 1, 2016, the old rate of 57.5 cents per mile will be reimbursed to the employee.

An updated Travel and Entertainment Form will be published at under the Forms Section. Please use the appropriate form that corresponds with your travel dates. Please use this email to communicate this change to faculty, staff, and students in your respective departments, as necessary.

If you have any questions, contact Accounts Payable at

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

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

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.