Finance and Business Services
201 Carter Drive, Suite 200
West Chester, PA 19383
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Accounting Questions and Answers
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+ How do I transfer an expense?
Complete the online Expense Transfer Form. This form requires that you enter both the cost center where the expense was incorrectly posted as well as the cost center you would like to transfer the expense to. You will also need to enter G/L accounts and descriptions. Instructions are also found on the form. (Note: There is a separate form used to transfer funds. See Budget Transfer Form)
+ How can I find a list of G/L accounts?
They can be found within the G/L crosswalk file.
A webform generated deposit slip has been developed to automate the crosswalking of SAP to PeopleSoft chartfields. Please utilize this form for all deposits made through the Bursar's office. Reimbursements should typically offset the same G/L account where the original expense was posted. If you are depositing against an EG cost center (i.e. beginning with 7511xxxxxx), you should never use a G/L account beginning with a ’4.’ The ’4’ represents a revenue account and EG cost centers cannot accept revenue.
If you are looking to transfer budget money from one cost center to another, please use a Budget Transfer form. However, if you are looking to transfer an actual expense to another cost center, please complete the online Expense Transfer Form. This form requires that you enter both the cost center where the expense was incorrectly posted as well as the cost center you would like to transfer the expense to. You will also need to enter G/L accounts and descriptions. Instructions are also found on the form.
+ How do I know which G/L account to use on an e-Req?
The G/L account must describe what you are buying. Often, the material group is a good clue as to which G/L account you would like to use, but please note that material group and G/L account are unrelated and do not have identical drop-down options. Please review the G/L list for all available accounts as there are some very descriptive accounts that we encourage you to use. For example, if you are purchasing an office chair you should use 660130 Furniture & Furnishings (noncapital). This account is preferred over the use of 660100 Office Supplies for this type of purchase.
Also, please be mindful when using accounts related to professional services (beginning with 625xxx). If you are purchasing a tangible item, you should not use professional services.
Lastly, please use only accounts beginning with a ’6’. All G/L accounts are reported according to their first digit and this series of accounts is reserved for your operating expenses. At their discretion, the Facilities and Accounting Departments will use accounts beginning with a ’7’ for capital related purchases.
+ How do I get a new fund/cost center created?
An online form is available to request the creation of a new fund/cost center. Requests will be reviewed by the Assistant Vice President for Finance and Business Services and the Budget Director. Per the ABC recommendation dated September 9, 2010, all requests to establish self-support (SS) fund centers require the appropriate VP level approval.
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- 700 South High St, West Chester, PA 19383
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