Happy Holidays!  This issue of the Financial Management Newsletter includes items regarding the following: 

  • More New UW Contracts!
  • Announcing New eProcurement Supplier Catalogs
  • Changes to 1099 Reporting Process Beginning in Tax Year 2013 
  • Help for Navigating Finances at the UW
  •  UW Social Media Guidelines
  •  It Was Foodie Heaven!
  •  JV Alert:  It Takes TWO 
  •  Direct Deposit and Paycard Option
  •   Equipment Transferring out of the University
  •  Save the Date to Learn About the F&A Proposal Process!

More New UW Contracts!

New contracts for event planning are now available and posted to the UW Contracts website for Hotels, Catering, Event Rental Equipment, Furnishings.
Read more at: http://f2.washington.edu/fm/ps/home/procurement-services-news#more_UW_contracts. Questions? Please contact Procurement Customer Service at 206-543-4500 or pcshelp@uw.edu or go straight to our UW Contracts web page http://f2.washington.edu/fm/ps/how-to-buy/contracts/uw-contracts

Announcing New eProcurement Supplier Catalogs

New supplier catalogs in eProcurement include B & H Foto provides photo, video, and digital imaging needs. Genesee Scientific is the newest Life Science supplier. Fastenal offers a wide array of OEM, MRO and construction supplies.
Go to eProcurement for more information http://f2.washington.edu/fm/ps/ecommerce/eprocurement or contact Procurement Customer Service at 206-543-4500 or pcshelp@uw.edu.

Changes to 1099 Reporting Process Beginning in Tax Year 2013 

Beginning Tax Year 2013 (January 1, 2013 through December 31, 2013), all payments made to 1099 reportable suppliers, including travel expenses, will be captured and reported on Form 1099 MISC, which will be distributed in January of 2014.  These changes were necessary to maximize the efficiencies available with new non-PO, etc., payment methods.  Suppliers will need to deduct their expenses through their own tax reporting activities, where applicable.
Get more information here: http://f2.washington.edu/fm/ps/home/procurement-services-news#1099_reporting or please contact the Procurement Services Tax Desk at 206-685-0271 or ten99@uw.edu

Help for Navigating Finances at the UW

The University of Washington is a complex organization, with a multitude of activities that interact, sometimes all at the same time!  And, when those activities impact your job, it can be overwhelming to a new employee, or even someone who has been around for a while!  To help new employees (at all levels, including senior academic and administrative executives) figure out who to talk to about whatever burning questions arise, or what roles various central department play, the sites noted below may provide just the ticket!
The Financial Management Awareness Toolkit provides a high-level overview of the organization of the UW:  http://f2.washington.edu/fm/fmat/.
The Administrator Toolkit provides quick access to finding the departments, contacts and policies you need to know to do your business:
If you have questions or feedback about these sites, please contact Karen Long at 206-221-0220 or klong@uw.edu

UW Social Media Guidelines (sent on behalf of the CISO in UWIT)

As the use of social media is integrated into UW campus activities, there are information security and privacy risks, as well as ethical, professional, legal, technological and other issues associated with the use of social networking and media.  For employees using UW department-sponsored social media, Social Media Guidelines have been developed by the UW Privacy Assurance and Systems Security (PASS) Council. 
The Social Media Guidelines are posted at http://passcouncil.washington.edu/social-media-guidelines/
Online Training is available on the CISO website at http://ciso.washington.edu/resources/online-training/

It Was Foodie Heaven!

On October 16th the Business Diversity Program hosted its 5th Annual Catering Event in the beautiful Lyceum Room in the newly renovated HUB.  165 UW buyers had an opportunity to network with 16 local, small & diverse caterers, and to learn about their services and sample their most popular cuisine. All of the caterers who participated can be found in the Business Diversity Supplier Search at: http://f2.washington.edu/bdp/cds.
For more information on the Business Diversity Program please visit http://f2.washington.edu/bdp/home or contact Angela Battle at akbattle@uw.edu or at 543-0847.

JV Alert:  It Takes TWO 

When you submit a JV, please make sure to include a preparer and an approver.  As an important internal control measure, the preparer and the approver must be two different people.  JV's that are submitted without a preparer and an approver will be sent back for completion. 
If you have any questions or concerns, please check out the website at https://f2.washington.edu/fm/bao/submitjv, or contact Sarah Garland at sarah67@uw.edu or at 543-8472.

Direct Deposit and Paycard Option

Senate Bill 2584 from the 2012 legislative session enables the UW to require direct deposit of payroll or provide an alternative, including non-paper check option, for employees to receive their salary.  Direct deposit, however, remains the most efficient and least costly option and thus UW Payroll Office continues to encourage all employees to enroll in direct deposit.  
As an alternative to direct deposit, the Payroll Office is working on a pilot to implement Paycards for those employees that are unable to enroll or do not want direct deposit. 
For more information regarding this change, see the website at http://f2.washington.edu/fm/payroll/employees/my-pay/direct-deposit
or contact Christa Woodhull at 206-543-9215.

Equipment Transfer to External Entities

With the help of our process partners across campus, the Equipment Inventory Office (EIO) has new procedures related to transfers of equipment to external entities.  These can be found at https://f2.washington.edu/fm/eio/disposal-external-transfer
Please contact EIO at eio@uw.edu or 543-4663 with questions.

Save the Date to Learn About the F&A Proposal Process!

Management Accounting & Analysis (MAA) invites to you one of the following general training sessions on the upcoming F&A Proposal Process.   
November 6th – 8:30-10:00am (K069)
·         December 10th – 9:00-10:30am (SCC 303)
·         January 29th – 9:30-11am (HUB 214)
·         February 26th – 9:30-11am (HUB 214)
These sessions will provide an overview of the F&A proposal process including campus’s role in conducting space inventories and tracking other key financial measures during the F&A base year.
Questions?  Contact Cristi Chapman (cristic@uw.edu) or Donna Sunkel (dsunkel@uw.edu).