Background
In compliance with the Washington State Administrative and Accounting Manual Chapter 90 on fiscal year-end reporting policies and procedures, the University of Washington must submit invoices or estimates for all services rendered through June 30 on awards sponsored by Washington State by July 24, 2024. Any expenditures not invoiced or included in an estimate letter by this deadline may not be reimbursed by the State.
GCA is responsible for sending the invoices or estimates to the Washington State agency on behalf of the University. This requires a collaboration between GCA and the campus units to produce an accurate invoice or estimate of June activity.
Many of you have already or will receive an estimate/invoice request from your sponsors for any budgets sponsored by a Washington state agency. Please forward sponsor communication about the estimates to gcahelp@uw.edu.
Timeline
June 2024
June 17-21, 2024: GCA will create Award Portal tickets for Washington State awards that require information for the June invoice or estimate letter. Departments will have two weeks to reply.
July 2024
July 10, 2024 (estimated): Auto-generated cost reimbursable invoices are generated.
July 24, 2024: Estimates for June activity are due.
Process
GCA will prepare and submit one of the following for active Washington State awards:
An estimate letter for award lines:
- that expire in FY24 or
- that require supporting documentation from department regardless of expiration date
An invoice for award lines that expire after FY24 and either:
- are Cost Reimbursable and do not require any supporting documentation or
- are Cost Reimbursable and GCA can provide supporting documentation or
- Milestones/deliverables met by June 30 and confirmed by department
Tips for Campus
- If you manage a Washington State sponsored program, please make sure you are listed as the Workday Grant Manager or as the email contact in Award Portal so you will receive the notification that the Award Portal ticket has been posted. Visit the Manage Campus Contacts job aid for instructions on updating the email contacts in Award Portal.
- Respond as soon as possible to the Award Portal ticket to ensure the required estimate letter will be sent accurately and in a timely manner.
Questions
Please send questions to GCA Help at gcahelp@uw.edu