Fiscal Year End - FY 2024

SUMMARY OF KEY YEAR-END PROCESSING DEADLINES:

June 4, 2024 (Tuesday)
  • FY24 Requisition Deadline
June 7, 2024 (Friday)
  • FY24 Payment Request Deadline
  • FY24 P-Card Purchases Deadline
June 14, 2024 (Friday)
  • FY24 Invoice & Travel Reimbursements through May 2024 to A/P
June 20, 2024 (Thursday)
  • FY24 Expense Transfer Form Deadline for expenses incurred from July 2023 through May 2024
June 28, 2024 (Friday) 
  • Goods Received Entry in SourcePoint for FY24 Recognition 
  • Goods Received Entry in SAP for FY24 Recognition 
  • FY24 Budget Transfer Deadline 
  • FY24 Timesheets Deadline-By 10:00 a.m. (work performed June 1 - June 14)
July 8, 2024 (Monday) 
  • Chargeback Deadline
  • FY24 Expense Transfer Form Deadline for June 2024 (July 2023 through May 2024 Expense transfer deadline is June 20, 2024)
July 12, 2024 (Friday) 
  • FY24 Invoice & Travel Reimbursements for June 2024 to A/P
  • FY24 Timesheets Deadline - By 10AM (work performed June 15 through June 28) 

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 Expense Transfer Request for FY24 expenses posted in the period July 2023 through May 2024 is Thursday, June 20.
  • The last day to submit an Expense Transfer Request for FY24 expenses posted in June 2024 is Monday, July 8.
  • Please contact Alice Snook (ASnook@wcupa.edu or 610-436-1008) for any questions regarding Expense Transfers.
     

GOODS AND SERVICES

  • Payment Requests - For a payment request to be processed in FY24, is must be received by Accounts Payable via Invoices@wcupa.edu no later than Friday, June 7. Any questions regarding this should be directed to Nicole Bobbert, Accounts Payable Manager (CBobbert@wcupa.edu or 610-436-5654).
  • Requisitions (eReqs/PRs) - Requisitions for services or goods to be provided/delivered prior to June 30, 2024 must be entered and approved in SAP or SAP Ariba SourcePoint and accessible to Purchasing by Tuesday, June 4.  Questions on this should be directed to Julie Martin, Purchasing Manager (JMartin3@Wcupa.edu or 610-436-1019) or Jeff Baun, Director of Business Services (JBaun@wcupa.edu or 610-436-2705).
  • Invoices - If you have received any invoices for services or goods provided/delivered prior to June 1, they must be submitted to Accounts Payable as soon as possible but no later than Friday, June 14. Questions on this should be directed to Nicole Bobbert, Accounts Payable Manager (CBobbert@wcupa.edu or 610-436-5654).
  • Invoices - If you have received any invoices for services or goods provided/delivered in June 2024, they must be submitted to Accounts Payable as soon as possible but no later than Friday, July 12. Questions on this should be directed to Nicole Bobbert, Accounts Payable Manager (CBobbert@wcupa.edu or 610-436-5654).
     

UPDATED!!  DELIVERED MERCHANDISE

  • NEW-SAP and SourcePoint will NOT allow backdating of Goods Receipts. Failure to record goods receipts on or before June 28 means that goods will be expensed to FY25.
  • For goods that are received via Desktop Receiving (i.e., not sent to Central Receiving), it is the responsibility of the Requisitioner to ensure timely goods receipts. Finance and Business Services Staff are not able to receive goods on behalf of the Requisitioner.
  • Questions on this should be direct to Nicole Bobbert, Accounts Payable Manager (CBobbert@wcupa.edu or 610-436-5654).

 

PURCHASING CARDS (Pcards)

  • Authorized purchases made on senior level management Pcards that you wish to be on your June 2024 Purchasing Card statement and paid using your FY24 budget must be transacted no later than Friday, June 7.
  • We cannot guarantee that all purchases made after Friday, June 7 will be charged to your June statement. There may be some cases where purchases after this date will appear on the July 2024 statement and therefore charged appropriately to your FY25 budget. Please be aware that any back ordered items will appear on the July statement and will be charged to your FY25 budget. Please plan your purchases accordingly.
  • Any questions regarding purchasing cards should be directed to Michelle Janis, Purchasing Card Administrator (MJanis@wcupa.edux2924).
     

TRAVEL EXPENSES

  • Approved domestic and international travel expense reimbursement requests should be emailed to the Accounts Payable Office no later than Friday, June 14 for travel through May 31.  Approved travel reimbursements for June 1st through June 30th must be emailed to the Accounts Payable Office no later than Friday, July 12. Unapproved travel will not be reimbursed.
  • Travel reimbursement requests turned in after July 12th will be applied to your FY25 budget.
  • Reimbursement forms and receipts may be sent electronically to the Accounts Payable Office at Invoices@wcupa.edu.
  • Please contact Nicole Bobbert, Accounts Payable Manager (CBobbert@wcupa.edu or 610-436-5654) with any questions.
     

BUDGET TRANSFERS

FACILITIES CHARGEBACKS

  • Please check the Chargeback Expense Report for the accuracy of the facilities charges to your department. The Chargeback Report is available through the Facilities iServe ticketing system.
  • Please contact Vincent DiEdwardo, Financial Analyst (VDiEdwardo@wcupa.edu or 610-436-1724) if you have any questions.
     

TIMESHEETS

  • All electronic and paper timesheets (students and employees) related to work performed through June 14 are due to Payroll (Payroll@wcupa.edu) by 10:00 a.m. on Friday, June 28.
  • Timesheets for work performed June 15 through June 28 are due to Payroll (Payroll@wcupa.edu) by 10:00 a.m. on Friday, July 12, for inclusion in FY24 expenses. 
     

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 Cathy Kleponis (CKleponis@wcupa.edu or 610-436-2695) or Anela Kruse (AKruse@wcupa.edu or 610-436-3514) or Lisa Kelly (LKelly2@wcupa.edu or 610-436-3519)

Thank you for your assistance!