Finance and Business Services

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 FY2013 yearend closing. Thank you.

 
Requisitions
Procure  
Travel Expenses
Travel  
 
Payment Requests
Payment  
Invoices
Invoice  
 
Delivered Merchandise
Delivery  
Facilities Work Order Reviews
Facilities  
 
Expense Transfers
Expense  
Budget Transfers
Budget  
 

Purchasing Card Charges - Please note that the timing of purchasing card chargebacks will change this year.  Historically, purchasing card transactions have been reflected in your budgets based on the 12-month schedule of June-May.  In order to make the purchasing card chargebacks consistent with our fiscal year, June 2013 purchasing card transactions will post to the current fiscal year.  This means that for this year only, you will see 13 months’ worth of chargebacks instead of 12.  Going forward, the chargebacks will post annually on a schedule of July-June.  Please contact Trixia Santiago at ext. 2334 or Sandy English at ext. 2602 with any questions.

     
Requisitioning - Requisitions for services or goods to be provided/delivered prior to June 30, 2013 must be entered in SAP and accessible to Purchasing by June 10, 2013. Questions on this should be directed to Bob Malone (x1019) or Marianne Peffall (x2705).
     
Travel Expenses - Travel expense reimbursement requests should be sent to Accounts Payable Office promptly to expedite payments and to insure expenses are applied to FY 2013. Please contact Theresa Firkaly (x5654) with any questions.
     
Payment Requests - For a payment request to be processed in FY2013 it must be received by Purchasing at 201 Carter Drive, Suite 200 no later than June 14, 2013.
     
Invoices - If you have received any invoices for services or goods provided/delivered prior to June 30, 2013, they must be submitted to Accounts Payable as soon as possible but no later than July 15, 2013. Questions on this should be directed to Theresa Firkaly (x5654).
     
Delivered Merchandise - If you have any merchandise which was delivered directly to you from a vendor prior to June 30, 2013, 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 15, 2013.
     
Expense Transfers - If you have any expenditure transactions that should be recorded differently to better reflect the nature of the transaction go to the Accounting section of the Finance and Business Services web page 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 FY2013 expenses is July 3, 2013 .  Please contact Trixia Santiago (x2334) with any questions.
     
Budget Transfers - Budget transfers for fiscal year 2013 may be requested via the Budget Office website budget transfer request form through June 30, 2013. Please contact Lisa Westervelt (x1042) for personnel budget related transfers or Lori Kettlety (x2441) for operating budget related transfers.
   

Facilities Work Order Reviews - Please review any work orders that have been charged to your department.  Any corrections required for fiscal year 2013 facilities chargebacks must be submitted to Sue Miller (x2442) no later than June 30, 2013. Chargeback reporting directions and related information is located on the Facilities Financial and Support Services website.

 
If you have specific questions, do contact the staff mentioned above. If you have general questions, comments, or concerns about our year end processes, please contact Bernadette Hinkle (x2961).