Access/Roles	Reconciliation Policies
Printing & Extracting	Reports
Browser Settings	Queries
System Data/Availability	Transfer of Expenses
Policies & Procedures	Fiscal Year End/Biennium Reporting
More Systems	Budget Worksheet
PCA Codes

Access/Roles

Q: How do I log out of MyFD?

A: There is no logout button in MyFinancial.desktop. MyFD uses the same "weblogin" as many other UW applications, and therefore has the potential to sign out other applications using this service (MyUW, eTravel, WebPine, eFECS, etc.).

When you are finished browsing UW websites such as MyFinancial.desktop, always remember to log out of these sites and the UW NetID "weblogin" service before leaving your computer. To do so, simply exit your Web browser.

To learn more about the logout process, please visit: User's Computing Guide to UW NetID Weblogin

Q: My PI doesn’t have access to budgets they are responsible for. Why?

A: PIs should have access to all of the budgets that they are the PI for; if they cannot access one of their budgets, verify that the field "Principle Investigator ID" on the Budget Profile Report lists the correct Employee ID Number for the PI.

If a PI needs to be changed or removed from a budget where they are shown as the PI, the request goes to the Office of Sponsored Programs (OSP) office.  Once OSP authorize the change they notify GCA to remove the PI from the budget on the FIN driver.  The FIN budget-PI data gets uploaded nightly to ASTRA so when changes are made to the budget/PI in FIN it is reflected the next day in ASTRA.

Departments should contact OSP at osphelp@uw.edu about changing the PI on a budget.

Once the changes are made to the budget in FIN, ASTRA will reflect the updated details the next day after the nightly upload.

Printing & Extracting

Q: When I click print or extract, the screen just flashes.
A: This issue is common, especially with Internet Explorer. To address this issue, we have created a page with detailed instructions. For more information, please visit Printing & Extracting in MyFD

Q: Why is there a white space in the header when I print the Expense Transfer Form?
A: This white space allows MyFD to autofit to different screen sizes. You may change your print settings so that the complete header prints.

If you are using Internet Explorer:

• Click on Tools, then Internet Options
• Click on the Advanced tab
• Scroll down to printing and check "Print Background Colors"
• Click on apply

If you are using Firefox:

• Click on File, then Page Setup
• Check the "Print Background Colors" box
• Click on ok

Browser Settings

Q: Which browsers should I use to operate MyFD?
A: Mozilla Firefox and Internet Explorer are both supported browsers. We recommend using either of these. This product is standards-compliant and may work on other browsers.

 

System Data/Availability

Q: A new budget was added to the system yesterday. Why can't I see it today?

A: When a new budget is entered into the system it is loaded into the FIN driver that night. MyFD downloads that new information into it's own database the following night. This process may result in a two day turnaround for new budgets in MyFD.

 

Policies & Procedures

Q: What transactions are reviewed by Central Offices?

Central Office	Transfers Requiring Review
Capital Projects	Submit transfers involving 10-xx, 12-xx object codes
Equipment Inventory Office (EIO)	Submit transfers involving 06-xx object codes
Financial Accounting	Initiate and submit transfers involving the following object codes:  13-xx, 21-xx, 24-xx, 15-xx (except 15-01) 17-xx, 18-xx, 19-xx, and 23-xx. Initiate and submit transfers involving 07-xx object codes on non-grant budgets Initiate and submit transfers involving 09-xx object codes Initiate and submit transfers involving 12-xxxx, 49-xxxx, or 86-xxxx budgets
Grant & Contract Accounting (GCA)	Initiate and submit transfers involving 07-xx object codes on grant budgets Initiate and submit transfers involving 19-10 and 19-40 object codes
Management Accounting & Analysis (MAA)	Submit transfers involving 15-01object codes
Payroll	Submit salary transfers involving account code , earn type, or job class code changes

 

More Systems

Q: Under the More Systems drop down menu, there are links to external sites. What is this?
A: With an increase of online financial systems being used at UW, we have provided a link to those that often rely on data within MyFD. Support can be found within their own systems.

• Budget Search: http://webservices.washington.edu/FWS/
• Cost Share: https://ucs.admin.washington.edu/efecs/UWNetID/CostShare/Default.aspx
• Decision Support: https://www.washington.edu/uwit/im/ds/
• Effor Reports (eFECS): http://f2.washington.edu/fm/efecs/home
• Grant Tracker: http://www.washington.edu/research/gca/budget/granttracker.html
• Procurement Reports (PDR): http://f2.washington.edu/fm/ps/tools-for-reconciling/pdr
• SAGE: http://sage.washington.edu/
•  

PCA Codes

Q: What are PCA Codes?

A: The Project Cost Account (PCA) System is a university-wide system that allows UW departments to monitor expenditures, report revenue, payroll and track other financial data. 

Q: Where do I find more information on PCA Codes?

A: Please refer to the PCA website and the PCA FAQs.

 

Reconciliation Policies 

Q: Do I have to print out hard copy MyFD reports each month?

A: We recommend reviewing your department's policies, or talk to your administrator, regarding printing requirements.  You may also review the Reconciliations Best Practices / Guidelines, within the Internal Controls Framework, to learn more.

Q: Has Internal Audity approved/signed-off on the Reconciliation Report?

A: Interal Audit was actively involved in the design and decision making process for the Reconciliation Report and Reconciliation Status Report features in MyFD.  Internal Audit has approved MyFD as a system that can be used as an alternative means for performing reconciliation activities.

Q: Will BAR/BSRs be turned off permanently?

A: Efforts are underway to determine how to get two pieces of data, currently only available on the BAR/BSR, into the ODS/Data Warehouse.  Since the BAR/BSR is the only place where a user can obtain Expired Salary Allocations and Budgeted Amount by Position Number, the BAR/BSRs cannot be turned off at the institution level.  MyFD News will alter users when any changes happen.  Sign up for our newsletter to ensure you are up-to-date.

Q: Can I upload attachments to MyFD to keep with my Reconciliation Reports?

A: This is a popular request and one we understand would be highly beneficial to campus users.  Our teams will be prioritizing this enhancement request as well as researching the scope of feasibility of this effort in the future.

Q: How long will MyFD keep my reconciliation information?

A: In accordance with the University of Washington's financial records retention guidelines, MyFD keeps all information for the current biennia plus 3 biennia. 

Learn more at: http://f2.washington.edu/fm/recmgt/retentionschedules/gs/general

Q: Is it mandatory for our unit to use MyFD Reconciliation Reports?

A: Using MyFD for reconciliation is not mandatory, but is a convenient electronic alternative that can replace manual, paper-based practices.  Discuss using MyFD, for your department specific needs, with your administrator.

Q: Where can I learn how to use MyFD Reconciliation Reports?

A: Check out our E-Learning Tutorials under Reports.  Or for more hands-on training, sign up for the Basics: Introduction to MyFD class.

 

Reports

Budget List:
 

Budget Summary:

Q: I cannot select “Activity to Date” on my Budget Summary. 
A: MyFinancial.desktop automatically displays the reporting time period options that are logical for certain budget types. For example, for grant budgets the "Activity to Date" option is available, for state budgets, the "Fiscal Year" and "Biennium" options are available.

You may change this setting to allow you to see either Activity to Date of Fiscal Year and Biennium for all budget types. To do so,

1. Click on Setup
2. Expand the "Set my Reporting Screen Defaults" section
3. Check the box for " Show Project Reporting Period Selection" in the Global Defaults section
4. Save your reporting screen defaults.
5. Select a report from the Reports drop down menu

A Project Reporting Period box will be displayed on your report. Check or uncheck this box to change your reporting period options

Q: Why can’t I see my budgeted amount? 
A: During the Biennium Crossover periods (June, July, and August of odd years), MyFinancial.desktop (MyFD) may not display Budgeted Amounts.  Budgeted amounts for biennial budgets are not available until late August, after all final calculations for the closing biennium are complete.  Until this time, there are no budgeted amounts available in the University’s financial systems, including FIN/FAS and the Buget System (BGT)

Q: I’m looking at grant budgets, which aren’t biennial; why can’t I see the budgeted amount? 
A: Even though we know the budgeted amount for grants, during the Biennium Crossover period, all budgeted amount data becomes unavailable in the University’s financial systems.  When the budgeted amounts for biennial budgets become available, budgeted amounts for ALL budget types, including grants, are uploaded to the Budget System and Financial Systems; this generally occurs in late August.  At this point, the budget balance for grants will be re-displayed in MyFinancial.desktop. 

Transaction Summary:

Q: Why are there no prior transactions in my existing budget?
A: There are a few explanations for why this may occur:

• Your budget may have begun after the start of the selected reporting period, therefore no prior transactions would exist.
• If viewing the first fiscal year of a biennium, there are no prior transactions because each biennium is accounted for separate from the next.
• For gift budgets, prior transactions may appear in the new biennium as forwarded expenditures, etc.

Q: Why does a transaction appear in FIN, but not in MyFD?
A: MyFD displays transactions in correct Fiscal month, or the month the transaction occurred rather than the month that they post, or accounting month; FIN displays transactions in the accounting month. It is common to see a discrepancy between MyFD and FIN during the year end or biennium close period; many of these "missing" transactions can be found in MyFD in June.

Additionally, there are some important differences between Biennium and Project Period reporting views, especially in reference to grants and contracts.

Q: Why can’t I see employee benefit rates by individual employee?
A: Benefit rates are summarized by account code and neither MyFD nor FAS display  the individual rates per employee.  The calculation formula and rates can be found here under “Payroll Load Rates” http://www.washington.edu/admin/finacct/loadrate.html

Q: Where can I find the current benefit rates?
A: Financial Accounting maintains the benefit rate table here, found under “Payroll Load Rates - Summary List” :
http://www.washington.edu/admin/finacct/loadrate.html

Q: Where can I find the historical benefit rates?
A: Financial Accounting maintains the benefit rate table here, found under “Payroll Load Rates - Detailed List”
http://www.washington.edu/admin/finacct/detailrates96-11.pdf

Current Encumbrances:

Q: Why do I have a $1.00 encumbrance?
A: This may be an encumbrance that has intentionally been left open by a department. A $1.00 encumbrance may also indicate that the total amount of charges to a requisition were different that the original requisition amount.

Queries
 

Q: I’m running a query that I set up a while ago, and I’m not able to see the retroactive salary transfer (RST) data I need.
A: As of Dec 3, 2008, salary transfers (formerly RST's) are processed through MyFD; there are a number of changes to the salary transfer process and data and, as a result, queries that were written for RST's will not retrieve Online Salary Expense Transfers. To query for Online Salary Expense Transfers, try using the Payroll Expenditures Query Template.

Q: I received an error that there is not enough memory/space to run my query?
A: This message is often displayed when the estimated amount of data returned by a query is significant. To avoid receiving this error, reduce the number of budgets you are querying, select the report fields you truly need (rather than simply selecting all report fields), refine your critera and the time period you are querying. Additionally, if you have a number of queries on your status page, delete them to create additional space.

Q: I received “no results”. What do I do now?
A: Try again! Often times, queries that return "no results" have too many criteria in step 3b, or conflicting criteria in 3b. Try removing one or more lines of criteria in step 3 b.

Q: Why aren't my PCA Codes showing up in my query results?

A: The MyFD Query templates are set to show only PCA Lite codes.  If your budget is using PCA UltraLite, you will need to use PCA Original codes in your query fields.  First, locate your PCA type.  Second, select the correct PCA report fields for your query.

 

Transfer of Expenses

Q: What can NOT be transferred using MyFD?
A: Revenue transfers, lump sum transfers, fabrications, and deficit transfers cannot be transferred using MyFD. More information for transferring these items may be found:

• Grant & Contract Accounting Budgets:
  http://f2.washington.edu/fm/gca/spending-invoicing/transfer-money/grant-contract-deficit-procedures
  Contact: gcahelp@uw.edu
• State/self-sustaining Budgets:
  http://f2.washington.edu/fm/bao/JV

Q: Who can un-submit a submitted transaction?

A: For most transactions, anyone with submitter authorization for the original budget may un-submit.  Additionally, preparers who are part of the audit trail for a transaction may un-submit.  Transactions that are submitted for central office review may not be un-submitted by the department submitters or preparers.

Q: What does Submitted for Local Review mean?
A: Items with a Submitted for Local Review status have been initiated and submitted by a user with Inquiry action only. Transfers with this status will not post until reviewed and submitted by a user with the Expense Transfer action.

Q:  What does Submitted for Compliance Review mean?
A: Items with a Submitted for Compliance Review (this may include messages such as "Submitted for Compliance Review by EIO" or "Submitted for Compliance Review by MAA") are awaiting review and submission by a Central Office. Transfers with this status will not post until reviewed and submitted by an individual with Central Office Expense Transfer action.

Q: Can I transfer to a closed budget?

A: Yes, and No.  The budget status in MyFD is accurate as of the previous business day; the status may have changed since then.  MyFD will not prohibit a user from submitting a transaction to a closed budget.  However, if a budget is closed, the transaction will be rejected by FAS. 

Q: What is the difference between Transaction Date 2 and Transaction Date 3 for salary transactions? 
A: Transaction Date 2 is the Earned Pay Period End (EPPE) date, or the date the salary or hours were earned.  Transaction Date 3 is the paid Pay Period End (PPE) date, or the date the salary or hours were paid.  These dates may be the same.

Q: What transactions are reviewed by Central Offices?
A: A complete list of transactions reviewed by Central Offices is included in the Policies & Procedures section.

Q: My transfer was returned.  Why?
A: Transactions returned by a Central Office or department submitter should include a note that details the reason for return.  Transfers rejected by the system will include an error code and message.

Q: My budget was charged incorrectly by a billing department.  How do I correct this?
A: If a billing department issued an ISD or CTI incorrectly, contact the billing department and request that they correct or reissue the charge.

Q: I got an error message on a rejected transaction, but I don't understand what it means.
A: The glossary contains additional information about the FAS errors which may be helpful.

Q: Can I transfer to or from a budget in status 3?
A: Yes. Budgets in status 3 are open to journal vouchers, which is in essense what an expense transfer is.

Q:  What do the statuses on the Saved & Submitted page mean?
A: There are a number of statuses you might see. Here are some of the most common:

Status		Explanation
Saved	=	Expense Transfer Form has been at least partially completed and saved.
Saved (Submission Withdrawn)	=	Transfer was submitted and then unsubmitted
Returned by System	=	Transfer was returned by FAS system
Returned by Compliance	=	Central Office Reviewer returned transfer
Partially Returned by System	=	Part of the transaction was returned by FAS
Submitted for Local Review	=	Expense transfer has been filled out and is waiting for a department submitter (someone who has Expense Transfer status, in ASTRA, for this budget) to review and complete this transfer.
Submitted for Compliance Review	=	Restricted transaction submitted by department submitter; awaiting submit by Central Office submitter
Submitted	=	Transaction submitted and will be picked up for processing by FAS
System-In Process	=	Transaction has been picked up by FAS and will process overnight.
Posted	=	Transfer successfully processed and posted
Deleted	=	Expense Transfer Form has been deleted. This form will remain on the Saved & Submitted screen for 3 months before being removed completely.

 

Fiscal Year End/Biennium Reporting

 

Q. Why can’t I see my budgeted amount?

A: During the Biennium Crossover periods (June, July, and August of odd years), MyFinancial.desktop (MyFD) may not display Budgeted Amounts.  Budgeted amounts for biennial budgets are not available until late August, after all final calculations for the closing biennium are complete.  Until this time, there are no budgeted amounts available in the University’s financial systems, including FIN/FAS and the Buget System (BGT)

Q. I’m looking at grant budgets, which aren’t biennial; why can’t I see the budgeted amount? 
A: Even though we know the budgeted amount for grants, during the Biennium Crossover period, all budgeted amount data becomes unavailable in the University’s financial systems.  When the budgeted amounts for biennial budgets become available, budgeted amounts for ALL budget types, including grants, are uploaded to the Budget System and Financial Systems; this generally occurs in late August.  At this point, the budget balance for grants will be re-displayed in MyFinancial.desktop. 

Q. Can I transfer funds to or from a budget from a closed biennium?
A: You can transfer to or from a GRANT budget from a closed biennium, as long as the grant still exists in the current biennium.  Additionally, both the transfer to and transfer from budget(s) must be open to expenditure transfers.  You may not transfer to or from a state budget from a closed biennium.

 

Budget Worksheet

Q:  If I add an item to the worksheet, and an actual expenditure is created (and posts to my budget), will the amount I added to the worksheet update automatically?
A: No, manual entries will not update automatically.  Worksheet users will need to update any amounts that need to be adjusted.

Q:  Is there a systematic feature that calculates benefits if I add a budget or transaction amount for salaries?
A: No, there is not an automatic calculation tool for benefits.