Happy (almost) Spring!!

This issue of the Financial Management Newsletter includes information about the following:

• Updating Department Contact Name in PAS
• Preliminary 2012 Benefit Rates are now available!
• Help Design Direct Deposit for UW Travelers
• New GCA Contact Page
• Automated Budget Status Change
• ARRA Closeout
• GCA Now Assigning 66-series Budget Numbers
• Biennium Close Website
• UW Procurement Benchmarking Initiative Underway
• Celebrate Earth Day on April 22nd @ Red Square
• Want to carpool the easy way? Join the UW Zimride Program
• New Life Science Suppliers in eProcurement
• Reviewing Internal Control Procedures
• A New ProCard Reporting Tool is Coming Soon

Updating Department Contact Name in PAS

Campus departments now have access to update the “department contact” on their PAS purchase orders.
Updating this information will help central offices contact the correct individual regarding PO's and invoices.
The updated name will appear on RIP and NONRIP notices and communication sent from Accounts Payable.

See instructions at http://f2.washington.edu/fm/ps/change-dept-contact.

For questions please contact pcshelp@uw.edu.

Preliminary 2012 Benefit Rates are now available!

Please see the “News” section of the Financial Accounting website at


If you have any questions, please contact Dan Schaaf at schaafd@u.washington.edu or 685-6423.

Help Design Direct Deposit for UW Travelers

The Travel Office is currently working to develop a process to reimburse your travel using direct deposit. If you are enrolled in Payroll direct deposit, your reimbursement will be securely deposited into your bank account. To help us design the process, please take the one question survey here:


For more information e-mail Teresa Crisostomo at tcris@uw.edu

New GCA Contact Page

GCA’s new contact page is available at the following site: http://f2.washington.edu/fm/gca/contact-us. Here you will find general contact information in addition to GCA staff (A-Z listings), contacts by job function and office hours. For questions on a specific budget please access Grant Tracker at


For all other questions please email gcahelp@uw.edu or call 543-2597.

Automated Budget Status Change

Within the next few weeks, Grant and Contract Accounting will be implementing a new automated process that will change the budget status from 1 to 3 after the Final Action Date listed in GrantTracker has elapsed. If we are notified by the department that an extension is forthcoming or additional transactions need to post, we will activate Grant Control Flag 7 to prevent that account’s inclusion in the automated process.

If you have any questions, please contact Lily Gebrenegus at lgebren@uw.edu.

ARRA Closeout

ARRA budgets are beginning to close and require that all closeout documents be submitted within 45-90 days of expiration depending on sponsor guidelines. An ARRA Closeout summary has been created to assist campus with closing their ARRA budgets. The summary may be accessed at


For questions please contact Team ARRA at uw-arra@uwHi.edu.

GCA Now Assigning 66-series Budget Numbers

GCA has begun assigning 66-series numbers to newly established non-federal grant and contract budgets as 63 series numbers are no longer available. If you were expecting a 63-xxxx budget you will now be issued a 66-xxxx budget number for a new or continuation budget.

If you have any questions, please email gcahelp@uw.edu or call 616-9995.

Biennium Close Website

It’s that time again: Biennium Close information and deadlines are online at


Please use this resource to guide your financial decisions during Biennium Close. Deadline dates can change due to unforeseen circumstances, so come back often for guidance, especially as deadlines approach.

If you have questions, please contact myfdhelp@uw.edu

UW Procurement Benchmarking Initiative Underway

University of Washington has begun a system-wide procurement benchmarking cost study project designed to help us increase process standardization and automation, and to prioritize improvement initiatives. The project requires the collection of data on staffing levels, workloads, transaction volumes, quality indicators and cost and compares results with peers to assess efficiency and effectiveness. The project began with planning in November 2010 and is scheduled to be completed in late spring 2011.

If you have any questions, please contact either one of the project managers, Betsy Bradsby (bradsby@uw.edu) or Joanne Cobb (jdcobb@uw.edu) or see the benchmarking story on the Financial Management homepage:

Celebrate Earth Day on April 22nd @ Red Square

Join students, faculty and staff in this year's annual Earth Day celebration. Exhibitors from the Seattle campus community will be exhibiting, along with local UW suppliers. The Husky Green Award Ceremony will be announced, so check out the Environmental Stewardship and Sustainability Office website http://green.washington.edu for more details.

For questions, email oess@uw.edu

Want to carpool the easy way? Join the UW Zimride Program

UW Seattle Zimride helps you offer or request rides for commutes, road trips, and popular events. If you have a car, split costs by offering rides. If you don’t have a car, find rides where you need to go:


For questions, email prkissue@uw.edu

New Life Science Suppliers in eProcurement

In our unrelenting pursuit of high volume suppliers with great contract pricing and service, we’re pleased to announce two more life science suppliers in eProcurement, Bio-Rad and Bioline. More information about these new suppliers and all other eProcurement catalogs can be found online at eProcurement or check out the Supplier Attributes Guide for a quick reference of all supplier features in eProcurement.

Please address any questions to Procurement Customer Service at pcshelp@uw.edu or call 206-543-4500.

Reviewing Internal Control Procedures for ProCard

Please review department ProCard procedures on a regular basis. Departments should incorporate key elements of internal control procedures within department policy. Review the UW Internal Controls webpage at http://www.washington.edu/admin/finacct/office/internalcontrol/frame.html. Make sure you have the right people in the right roles.

If you don't have access to review the appropriate transactions or cardholders in PaymentNet, please contact the ProCard office at procard@uw.edu or call 543-5252.

A New ProCard Reporting Tool is Coming Soon

A new reporting tool will soon be available that will provide departments a way to view ProCard transactions and cardholder accounts without going to the PaymentNet system. The tool can be used to manage and track department ProCard expenses, purchasing trends, and monitor the ‘high risk’ transactions for compliance.

For more information, please contact Procurement Customer Service at 543-4500 or pcshelp@uw.edu