Attention: students/faculty/staff, a campus-wide administrative computer shutdown is scheduled for 4 p.m., Thursday, Sept. 30.
The upcoming Datatel conversion beginning Thursday, Sept. 30 at 4 p.m. has necessitated some operational changes in Purchasing, Accounts Payable, and the Bursar’s office. These changes are detailed below:
PURCHASING
The Purchasing Deptartment will be unable to print purchase orders, however, verbal purchase order numbers will be issued. If a vendor is unwilling to accept a verbal purchase order number, the Purchasing Department will be glad to speak with them and explain the situation. All purchase requests received during the conversion will be entered in the Datatel system after the conversion has been completed. Please make every effort to process your purchase requests before Sept. 29 in order to allow time to enter them in the system before September 30 at 4 p.m.
ACCOUNTS PAYABLE
The last check run by Accounts Payable will be on Thursday, Sept. 30. Data entry for check processing will resume on Thursday, Oct. 7, with the first check run occurring on Tuesday, Oct. 12. All requests for checks that need to be paid before Oct. 12 should be sent to Accounting as soon as possible so they can be processed without delay.
BURSAR’S OFFICE
The Bursar’s Office will process Petty Cash reimbursements and ID replacements during the shutdown. Cash receipts and student refunds will not be processed and student account information will be unavailable. Please complete any cash receipt transactions prior to noon on Thursday, Sept. 30. The Bursar’s Office will resume normal processing on Monday, Oct. 11.
Examples of transactions that cannot be processed by the Bursar’s Office during the shutdown are:
Graduation fee payments
Student refunds
Shuttle fee payments
Aerobics, towel and locker fee payments
Faculty and staff phone payments
Any payment to student accounts, including Study Abroad payments
Here is a summary of the major processes affected:
Purchase Orders – Purchase requests to Purchasing by 9/28. Verbal purchase orders will be processed during the shutdown if acceptable by the vendor. Printed purchase orders will resume on 10/7.
Accounts Payable – Last check run 9/30, resume 10/12. Have your check requests to Accounts Payable by 3 p.m. Wednesday, 9/29.
Bursar’s Office – Cash receipting and student refunds end 12 p.m. on 9/30, resumes 10/11.
Please contact the following staff members if you have questions: Vickie
Somers Purchasing
x-2208
somersv@elon.edu
Joyce Pepper
Accounts Payable
x-2293
jpepper@elon.edu
Pat Murphy
Bursar’s Office
x-2205
murphyp@elon.edu
Your cooperation during this conversion is appreciated.
Gerald Whittington