News | Financial Services | Wake Forest University

​University PCard Account Modification Form​

University PCard Services has been working to implement process efficiencies and improve available solutions in response to feedback we have received from our cardholders.  On September 1, 2017, we launched an electronic PCard Account Modification Form and electronic approval process that replaces the manual process for requesting or communicating changes.  
Modifications include but are not limited to the following requests. 
  • PCard Limits
  • Department/Org Number 
  • Address/Phone Numbers
  • Card Status
  • Name Changes
  • Travel Notifications
  • Proxy
  • Replacing Card

We are very excited about this improvement to our University PCard program and welcome your continued feedback as we work together to make the PCard program a valued tool for our campus community.

Fiscal Year End Close Key Dates

The key dates for information to be submitted or reviewed for the fiscal year end process have been added to the WFU Events calendar, and display on the calendar on the home page of the Finance website. Simply click on the title to see the key information for that date. You can also then add the task to your Google calendar for easy tracking.

Also, you can find the quick guide that was presented during year-end training here. For those who may be new to the University or have additional questions, we are here to answer any questions you may have. Please contact us should you need assistance.

Mid-Year Close Information

It’s that time of year again! No, not turkeys and Christmas trees…it’s time to start thinking about our Mid-Year Close!!

We’ve had such great success over the past couple of years with our Mid-Year Close that we have simply added the calendar to our website. Many of you have experienced Mid-Year Close several times and probably feel like you have a handle on the way things work. To those we say, enjoy the calendar at your leisure and plan accordingly.

Some of you may be new to the University and have more questions. We are here to answer any questions you may have. Please contact us should you need assistance. Additionally, use the following contact information for assistance with questions related to these specific topics:

  • Cash Swap – x5186
  • Center Grants – x4189
  • Deposits/Accts Receivable – x5234
  • Encumbrances – Purchasing – x8289
  • Encumbrances – Salary & Fringe – x2960
  • Fixed Assets – x6408
  • General Questions/Journal Entries – x5977
  • Invoices/Reimbursements/Check Payments – x5690
  • Journal Entry Uploads – x5186
  • Invoices/Reimbursements/Check Payments – x5690
  • Operating Budget –
  • Payroll – x2960
  • Projects – x6408
  • Grants & Designated Funds – x7167
  • Restricted Contributions & Endowment Funds – x5223

Deadline to Place Deacon Depot Orders

Friday, June 17th is the last day of FY16 to place orders in Deacon Depot.  At 5:00 pm, the “Place Order” button will be removed.  This is to ensure that orders placed in the system have a reasonable amount of time to be received by June 30th.

During this time, all other access to Deacon Depot will be available including:

  • Receipt creation
  • Document search
  • New carts for orders that will be placed after June 30th.

Please remember to receive your orders in Deacon Depot as they arrive.  

The “Place Order” button will be reinstated Friday, July 1st.

If you have any questions, please contact us on the UBUY Help Line at x8289, or via email at, or

Fiscal Year End Close Key Dates

New for FY16 close this year! The key dates for information to be submitted or reviewed for the fiscal year end process have been added to the WFU Events calendar, and display on the calendar on the home page of the Finance website. The heading for each is “Fiscal Year End Close Key Date”. Simply click on the title to see the key information for that date.

Fiscal Year-End Close Updates

Fiscal year-end closing training sessions will be held for Business Administrators, whether you are new to the University or just need a refresher:

Both sessions will be held in 401A Benson University Center. Use the links above to register through the PDC website. Any forms needed for fiscal year-end closing can be found in the forms section of this site.

Sales and Use Tax Changes Effective March 1, 2016 and April 1, 2016

The North Carolina Department of Revenue has issued directives regarding sales and use tax charged by suppliers. Departments should expect to receive invoices that show sales tax on certain services that were not previously taxed. Please note that the amounts reflected on your Cognos reports will continue to be shown net of taxes charged.

Any departments who charge sales tax on goods or services provided to students or external parties, please contact Accounts Payable for direction on ensuring you are in compliance with the new regulations.

Reimbursement & Refund Inquiry for Faculty, Staff & Students

Accounts Payable is excited to announce new functionality within WIN that will provide faculty, staff, and students access to view reimbursement and refund requests. All reimbursement and refund requests since July 1, 2005 are available for review. This Reimbursement and Refund Inquiry Quick Guide will assist in navigating the new application.

Enhanced Cognos Financial End User Reports

Financial Services is pleased to announce that the newest phase of Cognos financial end user reports enhancements has been delivered!

Please read “What’s New – January 2016” to learn more about all of the changes, some of which are:

  • Summary – Operating and Summary – Operating Including Activity & Location:  these reports now include an additional summary page to enable users to more easily compare activity across multiple departments
  • Detail – Accounts Payable report: now displays the supplier’s payment terms and invoice payment due date
  • Detail – Transaction:  now includes the pcard transaction number, when the optional pcard dataset is included
  • And more!

You can download an updated instruction manual, quick reference guide and the new Excel macros release.

If you have any feedback regarding these reports or suggestions for future enhancements, please email us at  

Mileage Reimbursement Rate

Effective January 1, 2016, the Internal Revenue Service (IRS) updated the standard mileage rate for operating an automobile for business purposes. The IRS lowered the rate from 57.5 cents per mile to 54 cents per mile. The University is adopting this new rate effective immediately for all employee business related travel occurring on or after January 1, 2016. For any travel prior to January 1, 2016, the old rate of 57.5 cents per mile will be reimbursed to the employee.

An updated Travel and Entertainment Form will be published at under the Forms Section. Please use the appropriate form that corresponds with your travel dates. Please use this email to communicate this change to faculty, staff, and students in your respective departments, as necessary.

If you have any questions, contact Accounts Payable at