Important: Please check calendar below for revised biennium dates.

Topics on this page:

What is Biennium Close?                                                             

What does this mean to the UW?

System Availability

Things to Know

Payment Information During Biennium Close

Cut-Off Dates Calendar

What is Biennium Close?

Many governmental organizations, including the University of Washington (UW), divide their accounting records into two-year periods. Each two-year period is called a “biennium”.  During a biennium revenue and expenses are recorded. 

At the conclusion of the biennium the records are closed and a new set of records is opened and a “new” biennium is created.  At the UW a biennium begins in July of an odd year and concludes at the end of June two years later.

For a month or so after the day a given biennium ends (which is usually June 30), we continue to record revenues and expenses that pertain to the old biennium in the old biennium.  This allows UW to record its financial transactions to the appropriate time period. For a short period of time, two separate sets of records are open, one for the new biennium and one for the old. Biennium crossover is the period of time when the old and new biennias are both open.  Biennium close occurs when transactions can no longer be put into the old biennium. There are a series of steps leading up to this cutoff.

What does this mean to the University of Washington?

To comply with Washington State accounting procedures for closing out the current Biennium, the University's books of account will be held open for a limited time during the month of July to record transactions processed after June 30 relating to business of the expiring fiscal period.

The Biennium Cut-Off Dates are the final dates on which various transactions must be received, and or processed, to ensure recording for biennium business. 

System Availability

It is important to note that various systems may be unavailable, for the processing of transactions.  You can learn more about any planned system downtime, or unavailability on the System Availability page.

Things to Know: 

Ariba will be unavailable from 6am Sunday 7/9 until 6am Monday 7/10 while biennium crossover activities take place. These biennium crossover activities are:

  • 2015 Biennium budgets will be available in Ariba through Friday, 7/7/217
  • 2017 Biennium budgets will be available in Ariba on Monday, 7/10/2017
  • Budgets that expire in the 2015 biennium will be removed from Ariba default budget Preferences. Re-set your Preferences with a new 2017 biennium on 7/10/2017 (training on Ariba Preferences can be found on our Tutorials webpage).
  • During July 1st-July 7th:
    • If you are creating a CR, Req or Non-PO with a budget that will continue into the new 2017 biennium, proceed as normal.
    • If you are creating a CR, Req or Non-PO with a budget that will expire at the end of the 2015 biennium (6/30/2017), we recommend that these be held until July 10th when the new budgets are available to use (budgets that expired on 6/30/17 can no longer be used to make payments, therefore the use of expired budgets on new transactions will delay payment).

Payment Information for the 2015-2017 Biennium

The payment system processes select payment types every night except for, 7/7/2017.  Below, is the payment schedule:

Dates

Payment Type Activity

Activity

June 30th eTravel, eReimbursements, P2I Last day for 2015 Biennium processing
July 3rd-July 24th Credit Memos from suppliers No credit memo processing
July 3rd to July 6th eTravel, eReimbursements, P2I No ER, XR, XP payment processing
July 3rd to July 6th PO, BPO, Non-PO Invoice payments Only 2015 Biennium processing (no, 2017 Biennium processing)
July 7th All

PAS system unavailable, no payments issued

Biennium Crossover begins

July 10th All

No supplier payments issued.

2017-2019 Biennium payment processing begins

July 10th to June 30th 2019

PO, BPO, Non-PO Invoice payments

2017-2019 Biennium processing

July 11th to June 30th 2019 eTravel, eReimbursements, P2I 2017-2019 Biennium processing

 

Biennium 2015-2017 Cut-Off Date Calendar

Keep checking this calendar for updates              

Topic Description Cut Off Time Cut Off Date Processing Unit System

Ariba Orders: Major Purchases/Contracts

In order to ensure expenditures for any major purchases that do not have any existing contracts in place are charged to the expiring biennium, they need to be fully approved by the department and submitted to Central Office by March 31st.  5:00pm  March 31st

Ariba

Contact: pcshelp@uw.edu

Close Ariba Open Balances

All existing purchase orders with open balances at the end of fiscal year 2017 will be carried forward into fiscal year 2018 if the budget number is still in active status.

5:00 pm June 19th

Procurement Services

Contact: pcshelp@uw.edu

Refund Check Requests

Used by campus departments to return funds to individuals and companies from a revenue budget.

5:00 pm June 19th

Accounts Payable

Contact: pcshelp@uw.edu

Ariba Orders: General Purchases

In order to ensure expenditures are charged to the expiring biennium, Ariba contract requests and requisitions need to be fully approved by the department and Central Office by June 19th. 5:00pm   June 19th

Ariba

Contact: pcshelp@uw.edu

Other Ariba Payment Transactions

In order to guarantee expenditures are charged to the expiring biennium Ariba payment transactions must clear the approval process by 5 p.m. on June 19th. This allows for central office processing. 

It is possible that expenditures fully approved up to June 30th at 3 p.m. will still be charged to the expiring biennium. Anything after this time will be charged to the new biennium. 

5:00 pm June 19th

Ariba

Contact: pcshelp@uw.edu

eTravel Contact: traveluw@uw.edu

Procurement Card

To ensure transactions are received and posted in PaymentNet by July 1st, we recommend ProCard purchases are made by June 21st. 

To ensure that equipment is inventoried correctly, the deadline for equipment purchases with a ProCard is June 21st. 

5:00 pm June 21st

JPMC PaymentNet

Contact: procard@uw.edu

Central Travel Account (CTA) Central Travel Account transactions must be posted to PaymentNet by July 1st to be recorded in Biennium 2015-2017. We recommend CTA purchases are made by June 21st.  5:00 pm June 21st

JPMC PaymentNet

Contact: procard@uw.edu

Credit Memos If you are expecting a credit memo from a supplier, make sure the credit memo is submitted in Ariba by June 23rd. 5:00 pm June 23rd

Contact;

pcshelp@uw.edu

Check Requests In order to guarantee expenditures are charged to the expiring biennium, check requests for foreign nationals must be received by AP by June 30th.  5:00 pm June 30th

Accounts Payable

Contact: pcshelp@uw.edu

Revolving Funds Revolving Fund form 2:00 pm July 10th

Procurement Services

Contact: revfund@uw.edu

Ariba Invoices

In order to ensure expenditures are charged to the expiring biennium, orders placed in Ariba must have invoices dated June 30th or earlier in Ariba and Blanket Purchase Orders (BPO) must be fully received by the department. This allows for central office processing. 5:00 pm July 10th

Accounts Payable

Contact: pcshelp@uw.edu

ProCard Reconciliation Complete reconciliation in PaymentNet by July 10th. 5:00 pm July 10th

ProCard

Contact:

procard@uw.edu

ISD/CTI

ISD Electronic Form submitted to jvreq@uw.edu

CTI Electronic Form submitted to jvreq@uw.edu

12:00pm July 17th

Financial Reporting

Contact: jvreq@uw.edu

FASTRANS

Last day for campus to submit FASTRANS uploads for ISDs, CTIs, JVs and CTs

FASTRANS files must be named for month 24 if transactions should post to June/month 24/FY2; example: F2407071.ISD (even when submitted in July, up to the Last Day deadline)

Files named for month 01 will post to July/FY1

6:30 pm

July 25th

FASTRANS

Contact:

help@uw.edu

MyFD Online Expense Transfers Recommended last day for submitting expense transfers which require central office approval 4:00 pm July 10th

MyFD

Contact: myfdhelp@uw.edu

Last day to submit expense transfers which require central office approval 4:00 pm July 19th

MyFD

Contact: myfdhelp@uw.edu

LAST DAY for campus to submit expense transfers 4:00 pm July 25th

MyFD

Contact:

myfdhelp@uw.edu

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 are unsure of your access rights.)  4:00 pm July 27th

MyFD

Contact:

myfdhelp@uw.edu

Journal Vouchers

(In the note section indicate accounting month for posting and highlight in yellow the Period the JV should be recorded. i.e.: month 24 for fiscal year 2017 or month 01 for fiscal year 2018)

Use Tax Corrections

See the PDR Use Tax Correction Report in the Accounts Payable Folder to submit a use tax correction.

12:00pm July 14th

Procurement Desktop Reports (PDR)

Contact: pcshelp@uw.edu

JVs submitted to JVReq for upload

Electronic Form submitted to jvreq@uw.edu

12:00pm July 17th

Financial Reporting

Contact: jvreq@uw.edu

Grant, Contract and Gift Budgets

(includes deficit transfers submitted through Grant Tracker or using the Deficit Transfer form)

12:00pm July 17th

GCA

Contact: gcahelp@uw.edu

LAST DAY for campus to submit Final Adjusting JVs to jvreq@uw.edu

12:00pm July 25th

Financial Reporting

Contact: jvreq@uw.edu

DEAN'S DAY: Final Adjusting JVs for Deans and VPs Only

Forms submitted to jvreq@uw.edu

12:00pm July 27th

Financial Reporting

Contact: jvreq@uw.edu

Cash Transmittals (CT)

for monies deposited to the bank by June 30, 2017

CTs submitted to Banking and Accounting Operations for upload

Electronic Form submitted to bankrec@uw.edu

12:00pm July 17th

Banking and Accounting Operations

Contact: bankrec@uw.edu

LAST DAY for campus to submit Final Adjusting CTs

Electronic CT form submitted to bankrec@uw.edu

12:00pm July 25th 

Banking and Accounting Operations

Contact: bankrec@uw.edu