Document Types & Cut-Off Dates

 

Document Types & Recommended Cut-Off Dates for Biennium Close 2011-2013

The chart below lists the purchasing and accounting documents related to fiscal close transactions. The cutoff dates represent the last day that departments can submit documents to the central administrative offices to process to allow sufficient time for posting to the 2011-2013 biennium.

Submittal of documents well in advance of the cutoff dates will ensure timely processing.

QUICK LINKS:    (alphabetical order by topic)
Ariba TransactionsCash TransmittalsCheck RequestsCredit Memo • CTADepartmental Revolving FundseTraveleProcurementeReimbursementFastrans Uploads ISD / CTIJVsLiquidate EncumbrancesMyFD Expense TransfersNonCatalogNonPO •  PAS RequisitionsPetty CashProcard •  Refund Check Requests • PAS Invoices

TOPIC DESCRIPTION CUT OFF TIME CUT OFF DATE PROCESSING UNIT / SYSTEM
PAS Requisitions
Website || Help
Major Purchases using a PAS Requisition
Example:  equipment & furniture orders in PAS over $15,000 or other items requiring long lead times
 
5:00pm March 29th Purchasing
All other PAS Requisitions
 
5:00pm June 14th Purchasing
Procurement Card
Website || Help

Goods must be received by June 30 for proper recording in the old biennium.  To assist, we recommend a PaymentNet transaction date of June 21st. Transactions must be posted to PaymentNet by July 1st to be recorded on the old biennium.

To ensure that equipment is accounted for correctly, the deadline for equipment purchases is June 21st.

5:00pm June 21st JPMC PaymentNet
Central Travel Account (CTA)
Website || Help
Central Travel Account transactions payment of travel arrangements must be posted to PaymentNet by July 1st to be recorded on the old biennium.
 
5:00pm June 21st JPMC PaymentNet
Liquidate PAS Encumbrances
Website || Help
Email
All existing purchase orders with unliquidated encumbrances at the end of the biennium will be carried forward into the new biennium provided the budget number is still in active status.

Liquidation requests received at saf@uw.edu on June 28th and after does not guarantee that it will get processed in the expiring biennium.
 

5:00pm June 27th Accounts Payable
Refund Check Requests
Website || Help
 
Used by campus depts to return funds to individuals and companies from a revenue budget.

Refund Check Request Form
 

5:00pm June 27th Accounts Payable
Credit Memos
Website || Help
Credit memos received on or before June 27th will be credited to the biennium cited in the requisition. Credit Memos received after June 27th will be credited to new biennium funds. 5:00pm June 27th Accounts
Payable

ARIBA Transactions

 

Invoices for eProcurement Orders must be received by June 27th to be charged to the old biennium.  This includes:
eProcurement Catalog: Website || Help
Non Catalog: Website || Help

All Ariba transactions must clear the approval process in Ariba by June 27th to be charged to the old biennium. 
This includes:
eTravel:   Website || Help
eReimbursement:  Website || Help
NonPO Invoice:  Website || Help

Payments for Ariba invoices are held from July 1st to July 9th.

5:00pm June 27th Ariba
Petty Cash
Website
Petty Cash Voucher (form)
 
5:00pm July 1st SFS Petty Cash
Directions
Departmental Revolving Funds
Website || Help
 
Revolving Fund Voucher (form) 12:00pm July 2nd Banking & Accounting Operations
Check Requests
Website || Help
 
Used to pay honoraria (less than $10,000)
 
5:00pm July 12th Accounts Payable
PAS Invoices
Website || Help
 
PAS invoices under $10,000 (RIP) and approvals for invoices over $10,000 (NonRIP)
 
5:00pm July 12th Accounts Payable
ISD / CTI
Website || Help
ISD Electronic Form submitted to jvreq@uw.edu

CTI Electronic Form submitted to jvreq@uw.edu
 

12:00pm July 15th Banking & Accounting Operations
MyFD Online Expense Transfers
Website || Help

MyFD Crossover Calendar

Recommended last day for submitting expense transfers which require central office approval
 
4:00pm July 15th MyFD
Last day to submit expense transfers which require central office approval
 
4:00pm July 22nd MyFD
LAST DAY for campus AND central offices to submit expense transfers
 
4:00pm July 24th MyFD
DEAN'S DAY - FINAL DAY to submit expense transfers

(Only possible for those who have "Biennium Close Transfer (Dean's / VP)" access in Astra.  Check your authorizations if you're unsure of your access rights.) (Dean's/VP)" access)
 

4:00pm July 26th MyFD
Journal Vouchers

Fastrans Uploads

Fastrans Biennium Close information

State & Self Sustaining Budgets
Electronic JV Form submitted to jvreq@uw.edu
 
12:00pm July 15th Banking & Accounting Operations
Help
Grant, Contract and Gift Budgets
(includes deficit transfers submitted through GrantTracker or using the Deficit Transfer form)
 
12:00pm July 15th GCA
Help
FINAL ADJUSTING JVs for UNIT ADMINISTRATORS ONLY

Electronic JV Form submitted to jvreq@uw.edu
 

12:00pm July 24th Banking & Accounting Operations
Help

DEAN'S DAY:
FINAL ADJUSTING JVs for DEANS & VPs ONLY

Electronic JV Form submitted to jvreq@uw.edu

12:00pm July 26th Banking & Accounting Operations
Help

Cash Transmittals (CT)

for monies deposited to the bank by June 30, 2013

 

State and Self Sustaining Budgets

Electronic CT Form submitted to bankrec@uw.edu

12:00pm July 15th Banking & Accounting Operations
Help
Grants, Contracts and Gift Budgets

Electronic CT Form submitted to bankrec@uw.edu

12:00pm July 15th Banking & Accounting Operations
Help
FINAL ADJUSTING CTs for UNIT ADMINISTRATORS ONLY

Electronic CT Form submitted to bankrec@uw.edu

12:00pm July 24th Banking & Accounting Operations
Help
DEAN'S DAY: FINAL ADJUSTING CTs for DEANS & VPs ONLY

Electronic CT Form submitted to bankrec@uw.edu

12:00pm July 26th Banking & Accounting Operations
Help

 

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