Financial Services would like to assist our campus customers and provide you with helpful information and answers to your finance-related questions. Information, important notices, and contact details will assist you while we all adjust to working remotely. Our goal is to provide you with the same level of service and to assist you with your transition to remote working. Please click on one of the sections below to find additional helpful information related to that specific area.
An Activity Code has been set up in Workday to help us capture the financial impact of our planning and response for COVID-19. Please attach the Activity Code to all direct costs associated with planning and responses (ex: Venice program close). It is Activity Code: U04270, COVID-19 Coronavirus.
In order to ensure the timely processing of invoices, you may consider proactively contacting suppliers who typically send paper invoices to now send invoices via email.
Email invoices with an associated purchase order to .
Email all invoices not associated with a purchase order to the requester / department. Please continue to submit Non-PO invoices to Accounts Payable (AP) using the ‘Create Supplier Invoice Request’ task in Workday.
Information Regarding PCard Reconciliation
Please continue to reconcile your PCard transactions as normal. Our procedures relating to reconciliation of transactions within a reasonable timeframe remain unchanged. Accounts Payable will send additional reminders to campus in an effort to help. If you are experiencing any challenges, please reach out to us quickly by contacting Accounts Payable at or 336-758-1981.
If you need help with anything general ledger related (see example items below), please feel free to reach out to and we will respond by email or call you if needed. Please make sure to include the phone number you can be reached at if we need to call you.
Cash Swap questions
Accounting Adjustment questions
Journal entry support
End user reports – questions related to actual charges
As a reminder March Closing Deadlines:
Journal entries should be submitted in Workday by April 2nd at 5pm
Departmental processes for submitting Purchase Requisitions in Workday remain unchanged. Please review existing goods and services agreements for any cancellations, terminations, reductions, or increases necessary as University operations adjust.
Please be careful not to over purchase during this time of response, but do reach out to your strategic suppliers to determine the short- and long-term effects upon their ability to meet your needs.
Departments can contact Procurement for assistance in responding to emergency requirements.
Kayode Adeyemi, Associate Director – , 336-758-5962
David Reese, Senior Director – , 336-758-1987
Contract and Legal reviews remain unchanged. Contract Monitors should email contracts and associated documents to .
Information on Deliveries
While campus access is limited, departments should stay in close contact with their suppliers regarding campus deliveries, utilizing essential employees to be available to receive deliveries of goods.
Should delivery drivers be unable to deliver an item to the requesting customer, University personnel at the campus entries will direct the deliveries to the Facilities Warehouse (HS Moore) (M-F, 8-4:30) or the Mailroom Loading Dock (Benson) (M-F, 8:30-5). Hazardous shipments will be turned away.
Continue to operate within Workday as normal as far as submitting requisitions and invoices.
We will be focusing on capitalizations and closures of projects to set us up for year end so please be as responsive as possible to requests for information. We understand that Project Managers might not have as much access to information such as serial numbers and room numbers for capitalizations, but we can still create those assets and add additional information as it becomes available.
Continue to submit project requests and modifications through Workday. Since this system is all electronic, we can still process these requests.
Business Assets
In person asset inventories are suspended. We will continue to make asset records in Workday. We will not be able to send tags for the time being, but you can review your assets in Workday through the Assets by Asset Custodian report. Continue to send Asset Lifecycle Events within Workday.
Leases
Please continue to submit potential leases to .
We will continue to notify lease owners as they have leases that have been entered into Workday with instructions on how to submit invoices for processing.
Should you need immediate assistance on Projects, Business Assets, Leases, or Locations/Work Spaces, contact Jessica Gorrell at or 336-918-5170 (mobile phone).
How can I speak to someone about my DEAC/Student account?
While our physical office in Reynolda Hall is closed, Student Financial Services remains open and available through digital means. If you have a question about your DEAC account, making a payment, or the tuition deposit, please feel free to email us at .
If the office is closed, how can I make a payment to my DEAC/Student account?
You can make a payment to your Student Account through DEAC. The Deacon Electronic Account Center (DEAC) is an electronic billing system that allows students and authorized payers to view student account activity in real-time, 24/7. Payments are made via e-check through an Authorized Clearinghouse (ACH). To learn more about DEAC, including how to add an authorized payer to the account, how to set up a payment profile, and links to the parent log-in portal, please visit our website.
I have a payment plan with Nelnet; should I pay the last installment of the plan?
Yes. Classes are not cancelled, they will resume remotely on March 23rd. Please complete your payment agreement with Nelnet so your account remains in good standing.
Will the University offset housing and dining costs or students?
Wake Forest is in the early days of responding to a global pandemic and is addressing the health and safety of the Wake Forest community first. Then, we will turn to other important considerations including financial ones. At the present time, no decisions have been made regarding any refund policies. We are continuing to monitor the situation and the University’s website is being updated as information is received. For more information, please visit https://coronavirus.wfu.edu/.
Should I pay the $500 non-refundable Returning Undergraduate Student Tuition Deposit?
A $500 non-refundable tuition deposit is required of all undergraduate students who plan to enroll for the fall semester. The instructions for paying the fall undergraduate tuition deposit online via DEAC are as follows:
Electronic Payment via DEAC – Fastest and Secured
Log into DEAC
Click on “View & Pay Accounts”
Select in the WFU Tuition Deposit box “Pay WFU Tuition Deposit Only”
Choose Term – PLEASE CHOOSE “FALL 2020”
Enter the payment amount of $500.00
Select Payment Method (echeck or Flywire/international wire)
Click on Continue
Enter your payment information
Click on Continue
Click on Confirm
For Faculty and Staff
Departmental Deposits – Cash Sale
Important Guidance Regarding Departmental Deposits
The Cashier’s Window in Reynolda Hall will be open from 10 AM to 1 PM on Friday, March 20 and from 10 AM to 1 PM every Tuesday thereafter to accept departmental deposits until further notice. Depositors should drop off their deposits with the appropriate paperwork.
Should I still record cash sales for my credit card transactions?
Yes. Cash sales should still be recorded in Workday within 24 hours for credit cards, ACHs and wires. For assistance with recording a cash sale, please review the Workday Record Cash Sale job aid.
How can I speak with someone regarding a cash sale?
The cashier can be reached via email at .
