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 31, 2023. Any expenditures not invoiced or included in an estimate letter by this deadline may not be reimbursed by the State.
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 be assured that this is something that Grant and Contract Accounting is preparing on your behalf, but we will need your help.
In the next two weeks, GCA will send a communication to the campus contact listed in Grant Tracker on Washington State awards that require invoicing information for the June billing. The deadline for the departments to respond will be July 7, 2023. If you manage a Washington State sponsored award, please make sure you are listed as the Grant Tracker campus contact. 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. Any subsequent communication after July 10 can be done through Award Portal.
Grant and Contract Accounting will prepare and submit one of the following by July 24, 2023 for active Washington State awards:
An estimate letter for budgets:
- that expire in FY23 or
- that require supporting documentation from department regardless of expiration date
An invoice for budgets:
- that expire after FY23 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 through June and confirmed by department
Please send questions to GCA Help by emailing gcahelp@uw.edu or calling 206-616-9995. Thank you in advance for your partnership on this.
Thank you,
Grant and Contract Accounting