In compliance with the Washington State Administrative and Accounting Manual Chapter 90 on fiscal year-end reporting policies and procedures, University of Washington must submit invoices or estimates for all services rendered on Washington State-funded awards through June 30 by July 19, 2019. Any expenditures not billed or included in an estimate letter by this deadline will most likely not be reimbursed by the State.
Many of you have already or will receive an estimate/invoice request from your sponsors for any budgets that receive funding from a Washington state agency. Please be assured that this is something that Grant and Contract Accounting is preparing on your behalf, but we will need your help. In mid-June, GCA will be contacting department’s fiscal staff with Washington State awards that require invoicing information for the June billing via Grant Tracker communication. We strongly encourage all departments who are contacted to respond ASAP to ensure the required estimate letters will be sent accurately and in a timely manner.
Grant and Contract Accounting will prepare and submit one of the following by July 12 for active budgets that receive funding from Washington State:
An estimate letter for budgets
- set to expire in FY19
- that require backup information with their invoices that is not available by July 12
An invoice for budgets
- set to expire beyond FY19
- that are Cost Reimbursable and do not require any backup information, or where all required backup information is available based on MyFD expenditures through June
- Milestones/deliverables met through June and confirmed by department