Happy Summer!  This issue of the Financial Management Newsletter includes the following items:
  • Facilities and Administrative (F&A) Base Year Starts Now!
  • Overview of Washington State Sales and Use Tax
  •  ITIN Process Changes
  • Fiscal Year End Close
  • FY13 F&A Rate Changes
  • Corrections to Subcontract F&A
  • New and Improved Financial Accounting Website
  • 2013 Benefit Rates are now final!
  • Pre-payment of Study Abroad Costs
Facilities and Administrative (F&A) Base Year Starts Now!
The UW’s next F&A rate negotiation will be based on financial and operational activity that occurs from July 1, 2012 through June 30, 2013 (FY 2013).  As in the past, departmental participation in, and support of, the F&A proposal process is crucial to a successful outcome for the UW. 
See Management Accounting & Analysis’ F&A Base Year Preparation guidance for specifics: 


If you have any questions, suggestions or other feedback, please contact Cristi Chapman (cristic@uw.edu  or 206.543.9985).
Overview of Washington State Sales and Use Tax
If you are confused about sales and use tax, you can attend one of the upcoming basic sales tax trainings offered by the Tax Office. The class will introduce basic sales and use tax concepts and also the fundamentals of how to determine taxability of a particular transaction. Sign up today!  Times and dates are:
Thursday, July 26th:   9:30-11:00 am
Tuesday, August 14
th:  1:00-2:30 pm
Friday, September 14
th:   2:00-3:30 pm
For more information see http://f2.washington.edu/fm/tax/training or contact Julia Shanahan at jeshana@uw.edu.
ITIN Process Changes
The Individual Taxpayer Identification Number (ITIN) application process for foreign nationals has changed.  The IRS now requires that foreign students receiving a scholarship or fellowship must obtain certified copies of their passport from the issuing agency prior to beginning the ITIN process at UW. 
More information can be found at the IRS website:  http://www.irs.gov/newsroom/article/0,,id=258473,00.html
For more information on the process of applying for an ITIN through the UW, visit the website at:   http://f2.washington.edu/fm/ps/itin-faq, or contact Rachel Pitt at pittr@uw.edu.
Fiscal Year End Close
The fiscal year ended June 30, but necessary budget processes continue through the end of July.  See the Fiscal Year End Close website for deadlines through July 24thhttps://f2.washington.edu/fm/ps/tools-for-reconciling/fiscal-year-end
For additional assistance call MyFinancial.desktop at 543-3877, or Procurement Customer Service at 543-4500.
FY13 F&A Rate Changes
Two new negotiated Facilities and Administration rate (F&A) changes are effective July 1, 2012. On-campus research awards are changing from 54% to 54.5% and South Lake Union (SLU) research awards are changing from 72% to 73%. 
For more information on the updates, please visit the Announcements section on the GCA Home Page: http://f2.washington.edu/fm/gca/
Please contact Lily Gebrenegus at lgebren@uw.edu with questions.
Corrections to Subcontract F&A
Facilities and Administration (F&A) expenditures related to subcontract (03-62) expenditures were over-charged on budgets using Base 38 (MTDC F&A base).  Grant & Contract Accounting (GCA) worked with the Office of Research Information Services (ORIS) and the Office of Information Management (OIM) to identify all of the budgets impacted.  A programming fix was put in place in March that corrected the overcharging and GCA has processed manual adjustments for the impacted budgets.
Please contact Lily Gebrenegus at lgebren@uw.edu or Nicole Flagg at nicole@uw.edu with questions.
New and Improved Financial Accounting Website
The Financial Accounting website has undergone a long-overdue remodel and will look drastically different (and better!) the next time you visit.  Most of the same content is still there, but it is now organized and presented in a much more logical and user-friendly way.  Many thanks to Donna Ickman for her help with this effort!
You can visit the website at the following address…   http://f2.washington.edu/fm/fa/home
If you have any questions, or would like to offer any feedback of any kind, please contact Dan Schaaf at schaafd@uw.edu or 685-6423.
2013 Benefit Rates are now final!
2013 benefit rates are now final and will be reflected in FAS to coincide with the first payroll paid for July (7/25).  The rates have not changed from the preliminary rates shown on the Financial Accounting website, which were updated on February 28, 2012.
Please see the “What’s New?” section of the Financial Accounting website at   http://f2.washington.edu/fm/fa/home for details.
If you have any questions, please contact Cristi Chapman at cristic@uw.edu or Dan Schaaf at schaafd@uw.edu
Pre-payment of Study Abroad Costs
State policy previously allowed only partial pre-payment of lodging and other program costs prior to the start date of study abroad programs.  Legislative changes during the last session (3SHB 2585) now permit prepayment, if required by vendors, of the full lodging and program costs for study abroad programs. If a program is cancelled for any reason, and pre-payment has been made, the department responsible for initiating the payment will be responsible to obtain a refund of the payment.
If you have questions, please contact Mark Conley at mconley@uw.edu or at 543-3854.