Finance, Budget, and Business Services

West Chester University

201 Carter Drive, Suite 200
West Chester, PA 19383
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Finance, Budget, and Business Services Forms

Form
Description
Contact Office
Background Check Reimbursement Form Form utilized to request a reimbursement for an expense related to the Pennsylvania State Police background check, the Federal Bureau of Investigation fingerprint, and the Department of Public Welfare Child Abuse Clearance requirements.
Human Resources
Budget Office Forms Forms Utilized by the Budget Office
Budget Office
Cabinet Funding Request pdf File

Form utilized to request funding from the Cabinet

For the best experience, use Internet Explorer to access the form. If using Chrome or Firefox, right click the file and select Save As.

Budget Office
Certification of Foreign Source Income Certification that services were performed totally outside the United States
Finance, Budget, and Business Services
Certificate of Foreign Status W-8 form. Form to tell the payer that your are a nonresident alien individual or exempt foreign person not subject to certain U.S. information return reporting or backup witholding rules.
Finance, Budget, and Business Services
Cost Center / Fund Center Request Online web form that can be utilized to request the creation of a Fund/Cost Center. The link will open a new window and take you to the Finance, Budget, and Business Services SharePoint site.
Finance, Budget, and Business Services / Budget Office
Deposit Form This form is utilized to create a deposit slip for the deposit of cash, checks, or credit cards through the Bursar's office. The form will automatically crosswalk your department's SAP fund center into PeopleSoft chartfield values. It has been converted to the new SharePoint format.
Finance, Budget, and Business Services
Domestic Travel Authorization Form that can be utilized by departments for their own internal approvals of domestic travel.  This form does not need to be sent to Accounts Payable and is only provided as a template for departmental usage.
Finance, Budget, and Business Services
Employee ACH Authorization Form utilized by an employee to authorize Accounts Payable to make reimbursement payments (not payroll) directly to the employee's checking account (direct deposit).
Finance, Budget, and Business Services
Expense Transfer SharePoint form that can be utilized to request the transfer of an expense from Cost Center to Cost Center.
Accounting
Foreign National Non-Compensation In order for payments to be issued to a Foreign National, they are required to complete all paperwork required for the Nonresident Alien Tax Compliance before receiving any payments from West Chester University.
Finance, Budget, and Business Services
Human Resources Forms Forms Utilized by Human Resources
Human Resources

International Travel Authorization Form

International travel (travel outside of the contiguous United States) authorization can be requested in cases where the expense is incurred in advance of the trip date or authorization to travel is required.
Accounts Payable
Mailing Request Online Web Forms for the creation of Official Mailing Request Forms {Blue Cards}
Finance, Budget, and Business Services / Postal Services
Missing Receipt Form Utilize when you have a transaction for which you have no supporting receipt
Accounts Payable, Card Systems

Payment Request

To request a payment to a vendor for which a purchase order is not required

SharePoint forms are only accessible to active WCU Employees.

Accounts Payable
Payments to Research Participants The purpose of this policy is to establish consistent procedures for paying research participants at West Chester University of Pennsylvania.  
Purchasing Card Enrollment

To request a Purchasing Card or to change card information

Card Systems
Revenue Deposit Form Utilize to deposit funds to a University fund center. Deposit forms must be taken to the Bursar's Office.
Accounting
Scholarship / Award Decision Process

Process flow diagram of the Student Scholarship / Award Decision Process

Restricted Funds
Scholarship Notification

Form utilized for the disbursement of a scholarship to a student's account.

Restricted Funds
Student Payroll Request This form must be completed by the department responsible for hiring non-workstudy student workers.
Budget Office

Tax Exempt Form

{pdf Form on SharePoint}

Official document certifying the University's tax exempt status.  Form can be downloaded and filled out by the University office. The University office making the purchase then sends it directly to the vendor requiring the form.
Business Services
Travel Card Enrollment To request a Travel Card or to change card information
Card Systems
Travel Authorization, Domestic Form that can be utilized by departments for their own internal approvals of domestic travel.  This form does not need to be sent to Accounts Payable and is only provided as a template for departmental usage.
Finance, Budget, and Business Services

Travel Authorization, International

International travel (travel outside of the contiguous United States) authorization can be requested in cases where the expense is incurred in advance of the trip date or authorization to travel is required.
Accounts Payable

Travel Expense Vouchers

To document actual travel expenses and request reimbursement for official business expenses and/or to reconcile Advance Travel Authorizations. Expense vouchers are further broken down by whether the travel is considered overnight:

-Non-overnight travel expense voucher – Used for travel that is daily, day long, not overnight and does not include airfare or lodging.

-Overnight travel expense voucher – All other travel not meeting non-overnight travel conditions.

SharePoint forms are only accessible to active WCU Employees. Students should work with a departmental contact to submit reimbursement requests on their behalf.

Accounts Payable
Travel Export Form

When traveling abroad, any physical material or technical data in your possession is considered by United States regulations to have been “exported” from the United States to your final destination and any intermediate destinations. It is your responsibility to abide by the US export laws and embargoes to ensure you are in compliance with national security, economic, and foreign policy.

EXPORT LICENSE EXCEPTION (TMP) CERTIFICATION for Export Administration Regulations (EAR) controlled Items, Technology, and Software “Tools of the Trade” Traveler Certification. EXPORT LICENSE

EXCEPTION (BAG) CERTIFICATION for Export Administration Regulations (EAR) controlled Items, Technology, and Software “Baggage” Traveler Certification

Center for International Programs
University Owned Equipment Relocation Form to request permission to relocate University owned equipment/furniture from University property
Accounting
W-8 Form Certificate of Foreign Status. Form to tell the payer that your are a nonresident alien individual or exempt foreign person not subject to certain U.S. information return reporting or backup witholding rules.
Finance, Budget, and Business Services
W9 Tax Form Request for Taxpayer Identification Number and Certification
Business Services
Updated: September 2016