Accounting Office

201 Carter Drive, Suite 200
West Chester, PA 19383

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Fiscal Year End

We ask your help to notify faculty and staff of the following processing timelines and to make this year end a success by adhering to our due dates. Thank you for taking a moment to look at the various deadlines below to make sure all necessary paperwork has been submitted. If you have not done so already, we also ask that you now review your budgets and charges to make corrections prior to the FY2017 yearend closing. Thank you.

 
Requisitions
Procure  
Travel Expenses
Travel  
 
Payment Requests
Payment  
Invoices
Invoice  
 
Delivered Merchandise
Delivery  
Facilities Chargebacks
Facilities  
 
Expense Transfers
Expense  
Budget Transfers
Budget  
 

Purchasing Card Charges - (New for ThisYear) Any purchases that you wish to be on your June 2017 Purchasing Card statement and paid using your FY17 budget must be transacted by June 15, 2017 at the latest. We can’t guarantee that all purchases made after this date will be charged to your June statement. There may be some cases where purchases after this date will appear on the July 2017 statement and therefore charged appropriately to your FY18 budget.  Please be aware that any backordered items will appear on the July statement and will be charged to your FY18 budget.  Please plan your purchases accordingly. Any questions regarding purchasing cards should be directed to the card systems administrator (x2602).

     
Requisitioning - Requisitions for services or goods to be provided/delivered prior to June 30, 2017 must be entered in SAP and accessible to Purchasing by June 16, 2017. Questions on this should be directed to Bob Malone (x1019) or Marianne Peffall (x2705).
     
Travel Expenses - Travel expense reimbursement requests should be sent to the Accounts Payable Office no later than June 16th, for travel through May 31, 2017. For travel reimbursements for June 1st through June 30th, the travel expense reimbursement must be sent to the Accounts Payable Office no later than July 7, 2017. Travel reimbursement requests turned in after July 7th will be applied to your FY 2018 budget. Please contact Nicole Bobbert (x5654) with any questions.
     
Payment Requests - For a payment request to be processed in FY2017 it must be received by Accounts Payable at 201 Carter Drive, Suite 200 no later than June 9, 2017. Any questions regarding this should be directed to card systems administrator (x2602).
     
Invoices - If you have received any invoices for services or goods provided/delivered prior to June 30, 2017, they must be submitted to Accounts Payable as soon as possible but no later than July 10, 2017. Questions on this should be directed to Nicole Bobbert (x5654).
     
Delivered Merchandise - If you have any merchandise which was delivered directly to you from a vendor prior to June 30, 2017, send the receipts, delivery slips, etc. and a copy of the requisition/PO to Accounts Payable as soon as possible but no later than July 10,  2017.
     
Expense Transfers - If you have any expenditure transactions that should be recorded differently to better reflect the nature of the transaction, go to the Finance and Business Services SharePoint site and complete the Expense Transfers Request form. Please review your reports now and if necessary, request any needed adjustments as soon as possible.  The last day to submit these for FY2017 expenses is July 10, 2017.  Please contact Trixia Santiago (x2334) with any questions.
     
Budget Transfers - The last day to submit budget transfers for fiscal year 2017 (and close out any cost centers) is June 23, 2017 and should be requested through the SharePoint site. For questions regarding personnel related transfers, please contact Lisa Westervelt (x1042) or Glenda Hellmig (x3428) and for operating budget related transfers, please contact Laura Frankenfield (x2441). 

The link to the various budget transfer requests is found on the Budget section of the Finance and Administration web page:  http://www.wcupa.edu/_INFORMATION/AFA/BUDGET/BudgetTransfers.asp

     

Facilities Chargebacks - Please check the chargeback expense report (located on iServiceDesk) for the accuracy of the facilities charges to your department. Please contact Sue Miller (x2442) if you have any questions regarding this.

 
If you have specific questions, please contact the staff mentioned above. If you have general questions, comments, or concerns about our year end processes, please contact Kevin McCadden (x2223).

 

Updated: July 2017