Happy April Fool’s Day!

This issue of the Financial Management Newsletter includes the following items:

  • Revolving Funds:  Fraud Mitigation
  • UW Prepares to Launch New, Modern HR/Payroll System
  • Food Approval on Budgets
  • Student Fiscal Service Wants to Meet You!
  • Coming Soon: New Functionality to MyFd and Ariba 
  • New Policy for PAS Orders Under $10,000
  • Frequently Asked Questions Webpage 
  • New Dell Leasing Program! 
  • Procurement Services Spring Forums 
  • 2015 Preliminary Benefit Rates Have Been Updated
  • Electronic Storage Request for Records Management


Revolving Funds:  Fraud Mitigation

Revolving fund bank accounts are made available to departments for payments that cannot be made through eProcurement, or to pay research subjects.  It is a requirement that revolving funds are reconciled and reported to Banking & Accounting Operations monthly.  Regular reconciliation is the only defense against potential fraud on the account.  Full instructions can be found at http://f2.washington.edu/fm/bao/Rev-Funds

For more information contact Sarah Garland at 543-8472 or sarah67@uw.edu


UW Prepares to Launch New, Modern HR/Payroll System

The HR/Payroll Modernization plan and budget for implementing a modern HR and payroll system for the University were approved by the UW Board of Regents in late February, with Workday selected as the system vendor and IBM providing consulting services. Implementation work began March 3, and the new system is expected to go-live in late December 2015 to prepare for the first payroll of 2016. The initiative will produce key efficiencies, deliver better information for decision making, strengthen regulatory compliance and reduce the UW’s financial risk.

Contact person: Joni Kirk, 206-543-8598, jonikirk@uw.edu


Food Approval on Budgets

As we start Spring Quarter, departments may begin to plan for graduation events and celebrations.  Please review the recently published food approval guidance: http://f2.washington.edu/fm/food-approval.

Upon review by Advancement, only gift budgets are coded in FAS for food approval.  The webpage provides guidance for all other types of budgets. 

If you have additional questions please contact Procurement Customer Service at pcshelp@uw.edu or 543-4500. 


Student Fiscal Services Wants to Meet You!

In an effort to better understand process partners and customers, Student Fiscal Services (SFS) is engaging in monthly Meet and Greet visits with other UW  departments to share daily work, objectives and goals, and to learn about UW departmental priorities.

SFS invites input from any UW department that may benefit from such a visit. So far SFS has visited departments such as Housing & Food Services, International Student Services, and other central administrative offices.  We encourage academic departments to engage as well. 

Departments interested in a meeting with Student Fiscal Services may contact Marshall Yin at Myin0922@uw.edu or call him at 206-221-5951 to arrange a date.


Coming Soon: New Functionality to MyFd and Ariba 

An enhancement that will allow users to view and track any remaining open balances for their Ariba purchase orders will be available this spring. There will be a new report in Ariba and enhancements made to the MyFD reports to show open Ariba PO balances.

For more information, please contact My Financial Desktop at myfdhelp@uw.edu or 543-3877.


New Policy for PAS Orders Under $10,000 

In an effort to transition requisitions from PAS to the Ariba eProcurement system, Procurement Services will now only accept orders in PAS under $10,000 that are on the small dollar exception list. All other small dollar orders can be better managed using Non-Catalog or Non-PO Invoicing in Ariba.

More information on Non-Catalog is here: http://f2.washington.edu/fm/ps/how-to-buy/non-catalog  and Non-PO Invoicing is here: http://f2.washington.edu/fm/ps/nonpo

Please contact Procurement Customer Service (206)543-4500 or pcshelp@uw.edu for additional assistance.


Frequently Asked Questions Webpage

Procurement Services now publishes all frequently asked questions (FAQs) in one section of the website. This consolidation allows campus users to bookmark and refer others to a single link when looking for answers to their questions.

Users can find the new, consolidated FAQ web page here:  https://f2.washington.edu/fm/ps/faq-external

If you have questions and/or suggestions, please call 206-543-4500 or email pcshelp@uw.edu.


New Dell Leasing Program!

University of Washington now has a Master Lease Agreement with Dell to offer the UW an easy and integrated solution to lease Dell computer equipment. University departments are encouraged to explore this option when planning for their next IT technology acquisition.

More information about the program is here: http://f2.washington.edu/fm/ps/ecommerce/eprocurement/dell.

If you need assistance with a quote, please contact Tiffany_Collins@dell.com or call her at 512-723-7225.  


Procurement Services Spring Forums 

The Purchasing side of PAS will be retired in 2015. Will you be prepared for it? Plan now to attend a Procurement Services Spring Forum to hear the latest news on new purchasing and payment functionalities in the eProcurement (Ariba) system.

Register for a forum venue most convenient to you here: http://f2.washington.edu/fm/ps/training-events/forums

If you have any questions please contact Donna Ickman at 206-685-0448 or donnaand@uw.edu


2015 Preliminary Benefit Rates Have Been Updated

2015 preliminary fringe benefit load rates have been updated and are available on the Financial Accounting website at http://www.washington.edu/admin/finacct/office/ in the “What’s New?” section on the top right of the webpage.

If you have any questions, please contact either Dan Schaaf at schaafd@uw.edu or  Robert Bradshaw at robertcb@uw.edu or Sarah Moore at moores@uw.edu.


Electronic Storage Request for Records Management
We are happy to announce that UW Records Management Services is rolling out a new electronic University Records Center storage request form.
Our goal is to phase out storage requests received via fax and campus mail by April 1st 2014.
This form can be found at  (http://f2.washington.edu/fm/recmgt/urc/storagerequests)
Benefits of the new form include:

  •              Streamlined processing of storage requests, reduction in data entry errors, saving paper. 
  •              Easy to fill out, save and submit electronically, easier than the previous pdf format. 
  •              Convenient embedded links to information needed to fill out the form. 
  •              One form for all types of records—no need to choose which form to use.

Contact Leela Yellesetty
543-0573 for more information