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Click on a letter to utilize alphabetically sorted index listings.
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| Topic | Explanation | Responsible Office |
|---|---|---|
| Test | Test | Test |
| Topic | Explanation | Responsible Office |
|---|---|---|
| Account Codes - GL | General Ledger Account Codes - The six digit number to identify the type of expense. Each expense has a separate account # assigned to it. Accounts can be found on the crosswalk hosted on our SharePoint site. | Accounting |
| Accounts Payable | Accounts Payable Home Page | Accounts Payable |
| ACH Authorization, Employees |
Form utilized by an employee to authorize Accounts Payable to make reimbursement payments (not payroll) directly to the employee's checking account (direct deposit). Download Hint: Right click on the link to left and select "Save Target As" and then save the file locally in a location of your choice. Then open the file from that location. |
Finance and Business Services |
| ACH, Vendor Enrollment | Form utilized by external vendors to sign up for ACH (direct deposit) payments for services or goods provided to West Chester University. | Accounts Payable |
| Act 188 | Enabling Legislation for the Pennsylvania State System of Higher Education, Commonwealth of Pennsylvania | |
| Annual Crime and Security Report | Clery Report | Public Safety |
| Authority | The President alone has the authority to sign contracts or agreements that bind the University unless the President delegates this authority, in writing, to others. No person, excepting the written delegates, may sign contracts or agreements involving the University. | Finance and Business Services |
| Award / Scholarship Decision Process | Process flow diagram of the Student Scholarship / Award Decision Process | Restricted Funds |
| 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 |
| Bill Payment - Student | Paying Student Bills | Bursar |
| Budget | Budget Office Home Page | Budget Office |
| Budget Transfer Request | Web form utilized to request a budget transfer | Budget |
| Building Maintenance | Facilities Management Homepage | Facilities |
| Bursar | Bursar's Homepage - Student Financial Services | Bursar |
| Business Systems | Systems Support for Finance and Business Services | Systems |
| Calendar, Training | A calendar of training provided by Finance and Business Services. | Finance and Business Services |
| Certification of Foreign Source Income | Certification that services were performed totally outside the United States | Finance and Business Services |
| Clery Report | Annual Crime and Security Report | Public Safety |
| Communication, Mass | This policy covers official West Chester University mass communication methods to ensure effective and efficient communication and provide accurate and timely information to the campus community and the general public during emergencies, weather-related events, and/or situations concerning personal safety and security. | Finance and Administration |
| Confidential Documents and Records | Specifies the methods and responsibilities for the destruction/shredding of confidential documents and records. | Finance and Administration |
| Contacts, Finance and Business Services | A listing of all contact people in the Finance and Business Services units; Accounting, Accounts Payable, Contracts, Construction Procurement, Purchasing, Restricted Funds | Finance and Business Services |
| Contracting Authority | The President alone has the authority to sign contracts or agreements that bind the University unless the President delegates this authority, in writing, to others. No person, excepting the written delegates, may sign contracts or agreements involving the University. | Business Services |
| Fund Center / Cost Center Creation Request | SharePoint 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 and Business Services SharePoint site. | Finance and Business Services / Budget Office |
| Fund Center / Cost Center Change Request | SharePoint form that can be utilized to request the change of a Fund/Cost Center. The link will open a new window and take you to the Finance and Business Services SharePoint site. | Finance and Business Services / Budget Office |
| Fund Center / Cost Center Close Request | SharePoint form that can be utilized to request the closure of a Fund/Cost Center. The link will open a new window and take you to the Finance and Business Services SharePoint site. | Finance and Business Services / Budget Office |
| Cost Centers | The 10 digit number utilized to identify where you want expenses to be posted. Cost centers can be found on the WCU Cost Center (Department) crosswalk - Excel Format (use link). | Accounting |
| Custodial Services | Custodial Services | Custodial Services |
| Customer Satisfaction, Finance and Business Services | How to provide feedback to Finance and Business Services | Finance and Business Services |
| Departments | List of WCU Cost Centers (Departments) | Accounting |
| Deposit Form | This SharePoint 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 chart field values. | Bursar |
| Documents - Confidential | Specifies the methods and responsibilities for the destruction/shredding of confidential documents and records. | Finance and Administration |
| Documents - Records Management | West Chester University requires consistent treatment of records. Maintenance, retention, and disposal procedures for university records must be followed systematically by university employees. | Finance and Administration |
| 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). Download Hint: Right click on the link to left and select "Save Target As" and then save the file locally in a location of your choice. Then open the file from that location. |
Finance and Business Services |
| Environmental Health | Environmental Health and Safety Homepage | Environmental Health and Safety |
| Exempt, Tax Form | 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 |
| Expense Transfer | SharePoint form that can be utilized to request the transfer of an expense from Cost Center to Cost Center. | Accounting |
| Facilities Design | Facilities Design and Construction Webpage | Facilities Design and Construction |
| Facilities | Facilities Webpage | Facilities Management |
| Financial Aid | Financial Aid Homepage | Financial Aid |
| Fire Safety | Fire Safety Office Webpage | Environmental Health and Safety |
| Fiscal Authority | The primary person who has been delegated authority as "fiscal officer" to review contracts and agreements, and to sign disbursement authorizations on behalf of the University, without limitation is the Chief Financial Officer and Associate Vice President for Finance and Business Services. | Finance and Administration |
| 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 and Business Services |
| Forms | Listing of Forms utilized by the Finance and Administration Divisions | Finance and Administration |
| Fund Centers | Listing of WCU Fund Centers (departments) - See the link on the left of the SharePoint Page entitled Crosswalk of Fund Centers - Date & Time | Finance and Business Services / Budget Office |
| Fund Center / Cost Center Creation Request | SharePoint 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 and Business Services SharePoint site. | Finance and Business Services / Budget Office |
| Fund Center / Cost Center Change Request | SharePoint form that can be utilized to request the change of a Fund/Cost Center. The link will open a new window and take you to the Finance and Business Services SharePoint site. | Finance and Business Services / Budget Office |
| Fund Center / Cost Center Close Request | SharePoint form that can be utilized to request the closure of a Fund/Cost Center. The link will open a new window and take you to the Finance and Business Services SharePoint site. | Finance and Business Services / Budget Office |
| Fundraisers - WCU Student Groups | The Rams's Eye View Student Handbook | Student Affairs |
| Gift Processing Guidelines | Based on the Memorandum of Understanding between West Chester University and the WCU Foundation and recent guidance from PASSHE auditors, WCU and the WCU Foundation agreed to contribution management guidelines. | WCU Foundation |
| GL Account Codes | General Ledger Account Codes - See link on left of SharePoint page. | Finance |
| Grounds | Grounds Maintenance | Facilities Management |
| Human Resources | Human Resources Home Page | Human Resources |
| Ice Storms | Weather Related Information | Finance and Administration |
| Inclement Weather | Weather Related Information | Finance and Administration |
| Information, I Need | Not sure where to look for information? Try our task based question and answer pages for assistance with your information needs. | Finance and Business Services |
| Information Technology Procurement Policy | The purpose of the Information Technology equipment purchasing policy is to abide by PASSHE policies and procedures and provide cost-effective standards for all end user computer hardware, software, mobile devices, printers, storage, servers, and cloud services for West Chester University. | Information Technology |
| Institutional Memberships | The University's Institutional Membership Account funding is reserved for those organizations serving West Chester University as a whole. | Finance and Administration |
| Internal Audit | Internal Audit Home Page | Internal Audit |
| 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 |
| Mass Communication | This policy covers official West Chester University mass communication methods to ensure effective and efficient communication and provide accurate and timely information to the campus community and the general public during emergencies, weather-related events, and/or situations concerning personal safety and security. | Finance and Administration |
| Memberships, Institutional | The University's Institutional Membership Account funding is reserved for those organizations serving West Chester University as a whole. | Finance and Administration |
| Motor Pool | Motor Pool Home Page | Facilities Management |
| Nonresident Alien Payments | Payments to Nonresident Aliens | Finance and Business Services |
| Open Records | Requests for public records from West Chester University of Pennsylvania of the State System of Higher Education under the Right-to-Know Law, as amended, 65 P.S. §§ 67.101 et seq., are subject to the following guidelines of the Right-to-Know Policy - Effective 1/1/2009 | Open Records Officer |
| Parking | Parking Services Webpage | Public Safety |
| Payment Request Form | To request a payment to a vendor for which a purchase order is not required | Accounts Payable |
| Payments to Nonresident Aliens | Payments to Nonresident Aliens | Finance and Business Services |
| Payments to Research Participants | The purpose of this policy is to establish consistent procedures for paying research participants at West Chester University of Pennsylvania. | |
| Payroll | Payroll Office, HR Website | Human Resources |
| Payroll Request, Student | This form must be completed by the department responsible for hiring non-workstudy student workers. | Human Resources |
| Per Diem | Per Diem, also known as Subsistence, is the payment of a flat sum for meals and incidental expenses (tips, fees and taxes) which is provided to employees who travel overnight on official university business. These rates may differ depending upon the travel destination. | Accounts Payable |
| Plant Operations | The Plant Operations department of Facilities operates, maintains, and repairs the buildings and utility systems of WCU. | Facilities |
| Police Services | Public Safety Website | Police Services |
| Public Safety | Public Safety Office Website | Public Safety |
| Purchasing Authority | The President alone has the authority to sign contracts or agreements that bind the University unless the President delegates this authority, in writing, to others. No person, excepting the written delegates, may sign contracts or agreements involving the University. | Business Services |
| Quick Pay | Information on e-Billing and e-Payment for Students | Bursar |
| Records - Confidential | Specifies the methods and responsibilities for the destruction/shredding of confidential documents and records. | Finance and Administration |
| Records Management Policy | West Chester University requires consistent treatment of records. Maintenance, retention, and disposal procedures for university records must be followed systematically by university employees. | Finance and Administration |
| Recycling | Recycling of waste on Campus | Facilities Management |
| Rental Car Guidelines | If a Motor Pool vehicle is not available, it is the user department’s responsibility to arrange and pay for transportation. This link provides information that will assist you in this process. | Finance and Administration |
| Research Participants, Payments To | The purpose of this policy is to establish consistent procedures for paying research participants at West Chester University of Pennsylvania. | |
| Retention - Records | West Chester University requires consistent treatment of records. Maintenance, retention, and disposal procedures for university records must be followed systematically by university employees. | Finance and Administration |
| Right-to-Know | Requests for public records from West Chester University of Pennsylvania of the State System of Higher Education under the Right-to-Know Law, as amended, 65 P.S. §§ 67.101 et seq., are subject to the following guidelines of the Right-to-Know Policy - Effective 1/1/2009 | Open Records Officer |
| 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 |
| Sharepoint | Link to the Finance and Business Services Intranet SharePoint Site | Finance and Business Services |
| Signatory Authority | The President alone has the authority to sign contracts or agreements that bind the University unless the President delegates this authority, in writing, to others. No person, excepting the written delegates, may sign contracts or agreements involving the University. | Finance and Business Services |
| Snow Removal | Weather Related Information | Facilities |
| Storm Closings | Weather Related Information | |
| Subsistence | Subsistence, also known as Per Diem, is the payment of a flat sum for meals and incidental expenses (tips, fees and taxes) which is provided to employees who travel overnight on official university business. These rates may differ depending upon the travel destination. | Accounts Payable |
| Supplier Diversity | The West Chester University Supplier Diversity Program | Business Services |
| Surplus Property | As a State institution the University uses property to its best advantage and realizes the maximum value possible for equipment and furniture at the end of their useful life. | Facilities |
| Tax Exempt Form | 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 |
| Tax, Hotel Occupancy | Additional information on the applicability of local hotel occupancy tax to Commonwealth employees and travelers. | Business Services |
| Training Calendar | A calendar of training provided by Finance and Business Services. | Finance and Business Services |
| Travel Expense Voucher | To document actual travel expenses and request reimbursement for official business expenses and/or to reconcile Advance Travel Authorizations. | 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 |
Global Engagement Office |
| Weather Related Information | When adverse weather conditions affect the routine operation of the University, information regarding class cancellation, delayed openings, and/or University closings. |