Document Types & Cut-Off Dates

Recommended Deadlines:

The chart below lists the purchasing and accounting documents related to biennium close transactions. The cutoff dates represent the last day that departments can submit documents  to allow sufficient time for processing and posting to the 2013-15 Biennium Close.  Submittal of documents well in advance of the cutoff dates will ensure timely processing.

A printable calendar of the upcoming dates is available here.

RECOMMENDED FISCAL YEAR END DEADLINES: QUICK LINKS    (alphabetical order by topic)

Ariba TransactionsAriba OrdersBPOCash TransmittalsCheck RequestsCredit Memo • CTADepartmental Revolving FundseTraveleProcurementeReimbursementFastrans Uploads ISD / CTIJVsLiquidate Encumbrances and Open BalancesMyFD Expense TransfersNonCatalogNonPOP2IPAS RequisitionsPetty CashProcard •  Refund Check Requests • PAS Invoices

TOPIC DESCRIPTION CUT OFF TIME CUT OFF DATE PROCESSING UNIT / SYSTEM
PAS Requisitions Exception Purchases using PAS 5:00pm March 30th Procurement Services / PAS
Liquidate PAS PO Encumbrances
and
Close eProcurement
Open Balances

Website || Help

All existing purchase orders with open balances or encumbrances at the end of biennium close 2015 will be carried forward into fiscal year 2016 if the budget number is still in active status.

Requsts to liquidate encumbrances can be made utilizing the instructions on our web page.  Requests received June 18th and prior will be processed within the new Biennium.

5:00pm June 18th Procurement Customer Service
Procurement Card
Website || Help

To ensure transactions are received and posted in PaymentNet by July 1st, we recommend procard purchases are made by June 19th

To ensure that equipment is inventoried correctly, the deadline for equipment purchases with a procard is June 19th.

5:00pm June 19th JPMC PaymentNet
Central Travel Account (CTA)
Website || Help
Central Travel Account transactions must be posted to PaymentNet by July 1st to be recorded in the expiring Biennium. We recommend CTA purchases are made by June 19th.
 
5:00pm June 19th JPMC PaymentNet
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 19th Accounts Payable
Credit Memos
Website || Help
To ensure credit memos are processed for the expiring biennium, we recommend credit memos are received in AP on or before June 19th.  Credit Memos received after June 19th may be credited toward new biennium. 5:00pm June 19th Accounts Payable

ARIBA Orders:

eProcurement Catalog: Website || Help
Non-Catalog: Website || Help
BPO: Website || Help
 

 

In order to ensure expenditures are charged to the expiring fiscal year eProcurement Orders must be fully approved and invoiced in Ariba and Blanket Purchase Orders (BPO) must be fully received by the department by 5pm on June 19th. This allows for central office processing.

It is possible that expenditures fully approved, received and invoiced up to June 19th at 3pm will still be charged to the expiring fiscal year. Anything after this time will be charged to the new fiscal year.

Invoices for eProcurement Orders include:
eProcurement Catalog
Non-Catalog
BPO

5:00pm June 19th Ariba

ARIBA Transactions

eTravel:   Website || Help
eReimbursement:  Website || Help
P2I:  Website || Help
Non-PO Invoice:  Website || Help

In order to guarantee expenditures are charged to the expiring biennium Ariba Payment transactions must clear the approval process and be fully reconciled in Ariba by 5pm on June 19th. This allows for central office processing.

It is possible that expenditures fully approved up to June 19th at 3pm will still be charged to the expiring fiscal year. Anything after this time will be charged to the new biennium.

Ariba payment transactions include:
►eTravel
►eReimbursement
►P2I
►Non-PO Invoice

5:00pm June 19th Ariba
Petty Cash
Website
Petty Cash Voucher (form)
 
2:00pm July 2nd SFS Petty Cash
Directions
Departmental Revolving Funds
Website || Help
 
Revolving Fund Voucher (form) 2:00pm July 2nd Banking & Accounting Operations
Check Requests
Website || Help
 

Used to pay foreign nationals only.

All other payment to individuals should go through the P2I or eReimbursements modules
 

5:00pm July 10th Accounts Payable
PAS Invoices
Website || Help
 
PAS invoices under $10,000 (RIP) and approvals for invoices over $10,000 (NonRIP). Invoices received after July 11th may be processed against the new biennium.
 
5:00pm July 10th 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
(in development)
Fastrans
 Help

Last day for campus and central offices to submit Fastrans Uploads for ISDs, CTIs, JVs and CTs

►Fastrans files must be named for month 12 if transactions should post to June/month 12/FY1; example:  F1207081.ISD (even when submitted in July, up to Last Day deadline).

Files named for month 13 will post to July/FY2.

6:45pm July 22nd Fastrans
MyFD Online Expense Transfers
Website || Help

MyFD Crossover Calendar

Recommended last day for submitting expense transfers which require central office approval
 
4:00pm July 10th MyFD
Last day to submit expense transfers which require central office approval
 
4:00pm July 17th MyFD
LAST DAY for campus AND central offices to submit expense transfers
 
4:00pm July 22nd 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 24th MyFD
Journal Vouchers
 
State & Self Sustaining Budgets
Electronic JV Form submitted to jvreq@uw.edu
 
12:00pm July 14th Banking & Accounting Operations
Help
Grant, Contract and Gift Budgets
(includes deficit transfers submitted through GrantTracker or using the Deficit Transfer form)
 
12:00pm July 14th GCA
Help

Use Tax Corrections
See the Use Tax Correction Report in PDR to submit a use tax correction.
Website || Help

12:00pm July 17th Procurement Desktop Reports (PDR)
Help
LAST DAY for campus AND central offices to submit Final Adjusting JVs
Electronic JV Form submitted to jvreq@uw.edu
 
12:00pm July 22nd 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
24th
Banking & Accounting Operations
Help

Cash Transmittals (CT)

for monies deposited to the bank by June 30, 2014

 

State and Self Sustaining Budgets
Electronic CT Form submitted to bankrec@uw.edu
 
12:00pm July
14th
Banking & Accounting Operations
Help
Grants, Contracts and Gift Budgets
Electronic CT Form submitted to bankrec@uw.edu
 
12:00pm July
14th
Banking & Accounting Operations
Help
LAST DAY for campus AND central offices to submit Final Adjusting CTs
Electronic CT Form submitted to bankrec@uw.edu
 
12:00pm July 22nd 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
24th
Banking & Accounting Operations
Help

 

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