Fiscal Year End - FY 2025

SUMMARY OF KEY YEAR-END PROCESSING DEADLINES:

June 3, 2025 (Tuesday)
  • FY25 Requisition Deadline
June 6, 2025 (Friday)
  • FY25 Payment Request Deadline
  • FY25 P-Card Purchases Deadline
June 13, 2025 (Friday)
  • FY25 Invoice & Travel Reimbursements through May 2025 to A/P
June 16, 2025 (Monday)
  • FY25 Timesheets Deadline- By 10:00am (work performed May 31 - June 13)
June 18, 2025 (Wednesday)
  • FY25 Expense Transfer Form Deadline for expenses incurred from July 2024 through May 2025
June 30, 2025 (Monday) 
  • Goods Received Entry in SourcePoint for FY25 Recognition 
  • Goods Received Entry in SAP for FY25 Recognition 
  • FY25 Budget Transfer Deadline (online form requests)
  • FY25 Timesheets Deadline- By 10:00 a.m. (work performed June 14 - June 27)
July 7, 2025 (Monday) 
  • Chargeback Deadline
  • FY25 Expense Transfer Form Deadline for June 2025 (July 2024 through May 2025 Expense transfer deadline is June 18, 2025)
July 11, 2025 (Friday) 
  • FY25 Invoice & Travel Reimbursements for June 2025 to A/P

EXPENSE TRANSFERS

  • If you have any expenditure transactions that should be recorded in a different fund center or general ledger account, 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 an Expense Transfer Request for FY25 expenses posted in the period July 2024 through May 2025 is Wednesday, June 18.
  • The last day to submit an Expense Transfer Request for FY25 expenses posted in June 2025 is Monday, July 7.
  • If necessary, please review the video guidance on submitting an Expense Transfer request.
  • Please contact Alice Snook (ASnook@wcupa.edu or 610-436-1008) with any questions.
     

GOODS AND SERVICES

  • Payment Requests - For a payment request to be processed in FY25, is must be received by Accounts Payable via Invoices@wcupa.edu no later than Friday, June 6. 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, 2025 must be entered and approved in SAP or SAP Ariba SourcePoint and accessible to Purchasing by Tuesday, June 3.  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 13. 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 2025, they must be submitted to Accounts Payable as soon as possible but no later than Friday, July 11. Questions on this should be directed to Nicole Bobbert, Accounts Payable Manager (CBobbert@wcupa.edu or 610-436-5654).
  • Helpful Guidance Documentation:

UPDATED!!  DELIVERED MERCHANDISE

  • NEW-SAP and SourcePoint will NOT allow backdating of Goods Receipts. Failure to record goods receipts on or before June 30 means that goods will be expensed to FY26.
  • 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 PCards that you wish to be on your June 2025 Purchasing Card statement and paid using your FY25 budget must be transacted no later than Friday, June 6.
  • We cannot guarantee that all purchases made after Friday, June 6 will be charged to your June statement. There may be some cases where purchases after this date will appear on the July 2025 statement and therefore charged appropriately to your FY26 budget. Please be aware that any back ordered items will appear on the July statement and will be charged to your FY26 budget. Please plan your purchases accordingly.
  • Any questions regarding purchasing cards should be directed to Michelle Janis, Purchasing Card Administrator (MJanis@wcupa.edux2924).
  • If necessary, please review the video guidance on PCards.
     

TRAVEL EXPENSES

  • Approved domestic and international travel expense reimbursement requests should be emailed to the Accounts Payable Office no later than Friday, June 13 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 11. Unapproved travel will not be reimbursed.
  • Travel reimbursement requests turned in after July 11 will be applied to your FY26 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.
  • If necessary, please review the video guidance for Travel Expenses:

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. Visit the Facilities website for more information. 
  • Please contact Vincent DiEdwardo, Financial Analyst (VDiEdwardo@wcupa.edu or 610-436-1724) if you have any questions.
     

TIMESHEETS

  • All paper timesheets (emailed to Payroll@wcupa.edu) and electronic timesheet approval through FIORI and eTime (students) related to work performed through June 13 are due by 10:00 a.m. on Monday, June 16.
  • All paper timesheets (emailed to Payroll@wcupa.edu) and electronic timesheet approval through FIORI and eTime (students) related to work performed through June 14 through June 27 are due by 10:00 a.m. on Monday, June 30, for inclusion in FY25 expenses.

QUESTIONS

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:
Additionally, to assist with Year End questions, Finance and Business Services is hosting Office Hours via Zoom through June 30.

Thank you for your assistance!