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West Chester, PA 19383

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Fiscal Year End Important Information

Quick Reference Guide

Do.... anticipate your travel, allowing sufficient time (two weeks prior to registration deadline date) for processing paperwork.
Do.... provide completed registration forms (completed by the traveler) with the Travel Authorization Form. All registrations should be paid by the University.
Do.... be sure all required signatures are on your forms when submitted. Foreign travel requires WCU Presidential approval PRIOR to the travel.
Do.... request cash advances on the "Less Cash Advance Line" on the Travel Authorization Form.
Do.... provide a complete explanation of travel as is pertains to the benefit derived by the University on the Travel Expense Voucher.
Do.... provide individual dates for trip departure and destination. Example: 11/31/07 from WCU to Exton and return; 13 miles.
Do.... include accurate mileage figures. If necessary, accurate mileage figures can be obtained by accessing http://www.tripquest.com.
Do.... submit Student Teacher Observation Expenses on a monthly, NOT semester basis.
Do.... remember that all travel expenses submitted against a restricted fund are subject to the same Commonwealth Travel Regulations as non-restricted funds.
Don't.... hold or accumulate Travel Expense Forms. A completed form should be submitted separately and promptly after each trip.
Don't.... send incomplete forms. Be sure to include original receipts, proper signature and a detailed explanation of reason for travel (how it benefits West Chester University).
Don't.... forget to include all funding information. Cost Center, WBS Element, GL Account Number for each dollar amount if more than one department should be charged.
Don't.... forget to attach original (no copies) receipts. Receipts must include name and address of vendor or hotel, dates, description and amount paid. This should not be a copy of a personal check nor a copy of the actual receipt.