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Access/Roles

What does "Expanded Access" regarding financial data mean?

The Data Access Guidelines for Access to Financial Data govern the access to financial data at UW. This allows authorized UW employess unrestricted access to financial data created by and maintained in the UW’s Financial Accounting System (FAS) and the information from FAS that resides in the Enterprise Data Warehouse.

To support this transparency to financial data, users accept a User Access Agreement. This agreement allows authorized employees to acknowledge awareness of duties and requirements associated with using fiscal data available to them in the performance of their duties.

Expanded access, in MyFD, means that any authorized MyFD user will have unrestricted access to 5 report areas. Users must be granted access to at least one MyFD budget, or organization code. Learn more about the unrestricted and restricted areas of MyFD in the table below.

Unrestricted Access Restricted to ASTRA role
Budget Profile Budget List
Budget Summary Budget Worksheet
Transaction Summary Reconciliation
Transaction Detail Source Documents
Encumbrances & Open Balances Query
  Expense Transfer & JV            

 

How do I remove access to MyFD?

MyFD access is removed via ASTRA by department authorizers.

To remove access:

  1. Log in to ASTRA
  2. Select the Search & Edit Authorizations tab
  3. Enter the employees name (last, first), UWNetID or EID
  4. Click the Find and Verify button
  5. Select the appropriate person from the list (if more than one name appears)
  6. Click on Show Advanced Search Options
  7. Select MyFD from the applications drop down menu
  8. Click the Search for Authorizations Now button
  9. Check the box next to the item(s) to be removed
  10. Click Delete
  11. To finalize deletion, click on the Cart/Checkout tab
  12. Review the authorizations to delete and click on Checkout Now
How do I grant access to MyFD?

MyFD access is granted via ASTRA, by department authorizers.

If a user has Inquiry access and needs to be granted Expense Transfer access, it is a best practice to edit the existing access, rather than grant new access. Read more about MyFD access on our webpage.

To edit access:

  1. Log into ASTRA
  2. Select the Search & Edit Authorizations tab
  3. Enter the employee's name, UWNetID or EID
  4. Click the Find and Verify button
  5. Select the appropriate person from the list (if more than one name appears)
  6. Click on Show Advanced Search Options, (just below the yellow search button)
  7. Select MyFD from the applications drop down menu
  8. Click on Search for Authorizations Now (Note: If no results are returned, follow instructions below for granting initial access)
  9. Click Edit next to the access to be changed
  10. Select the Expense Transfer action and unit staff role from the dropdown menu
  11. When finished, click on Ok, proceed to cart
  12. After all edits have been made, click on the Cart/Checkout tab
  13. Review the authorizations granted and click on Checkout Now

To grant initial access:

  1. Log into ASTRA
  2. Select the Create New Authorization tab
  3. Enter the employee's name, UWNetID or EID
  4. Click the Find and Verify button
  5. Select the appropriate person from the list (if more than one name appears)
  6. Select MyFD from the applications drop down menu.
  7. Select the appropriate action (for preparers, select Inquiry and for submitters, select Expense Transfer) and role (Unit Staff)
  8. Select the limit, either organization code or budget number
  9. When finished, click on Ok, proceed to cart
  10. After all authorizations have been added, click on the Cart/Checkout tab
  11. Review the authorizations granted and click on Checkout Now
How do I obtain access to MyFD?

How to identify your department authorizer:

  1. Navigate to the ASTRA page
  2. Click on the "Who can authorize me?" button
  3. Log into ASTRA using your UW NetID and password
  4. If you know the budget number you want access to, select the budget number radio button. Alternatively, select the organization button to enable organization code look up
  5. Enter either the number or description of your budget or organization code you wish to get access to, then click "Find and Verify"
  6. If there is more than one result, you will need to select the appropriate item
  7. Select MyFD (MyFinancial.desktop) in the Application pull down menu
  8. Click on the "Lookup Authorizers Now" button
  9. The names which are returned are the authorizers. You may contact those individuals and request access
How do I check my MyFD Authorizations?

Any UW employee can use ASTRA to view their MyFD authorizations.

  1. Login to ASTRA using your UW Net ID and password
  2. Click on "Show Me My Authorizations"
  3. ASTRA will display a list of authorizations including ASTRA Role, Application, Role, and Limit

For example, User, MyFD, Unit Staff (Inquiry), Budget 11-1111 would indicate that you have inquiry authorization for MyFD for Budget 11-1111.

NOTE: In ASTRA, expense transfer preparers will have User/Unit Staff/Inquiry authorization, while submitters/approvers will have User/Unit Staff/JV-Expense Transfer authorization.

Why are there budgets on my PI's list that they are not PI for?

The option to sort by PI budgets includes budgets that the PI has access to, not just the ones they are PI for. This can include budgets that the PI was given access to but no longer actively uses. In that case, the person who originally authorized the PI for that budget can remove the access in ASTRA.

In some cases, this can also happen when the budget number has been recycled. If the PI used the budget in a previous biennium, and that budget number is reactivated with a different PI and name, because of the records retention policy (three biennia, plus the current biennium) the PI's access will still show that budget. In this case, the PI can check the "active budgets only" box on the budget list, and that budget number will not show up. As the records retention ages out, that budget number will drop off of the PI's access.

Journal Voucher

Why can't I always use the "Period JV s/b recorded" on a MyFD JV?

MyFDs will always post to the current open month, and therefore the "Current" period is set as the default for MyFD JVs. The only time "Prior Fiscal Year" is available is during fiscal year end and biennium close.

Where can I enter my department reference numbers or other information in a MyFD JV?

Department reference fields like "Alt Contact Information," "Reference Number" and "Department Use" are located at the bottom of a MyFD JV. (On the previous manual JV forms emailed to jvreq@uw.edu, the fields were in the upper right corner.)

These JV references will not post to FAS, but are accessible once posted by locating the JV either on the budget, clicking the date link, or in the Saved & Submitted page.

Why can I only use UW Net IDs for the MyFD JV approver and distribution list?

MyFD JV feature verifies the preparer/initiator, approver and individuals on the distribution list against UW personnel files to ensure that journal voucher accounting entries are prepared, approved and distributed to only UW individuals. Shared Net IDs and external email addresses are not allowed.

If I have JV/Expense Transfer action in ASTRA, can I approve my own MyFD JV?

No, you cannot. The preparer (initiator) of a JV and the approver of a JV must be separate individuals, identified by UW Net ID.

Why are support documents required for MyFD JVs?

Providing appropriate support for a financial transaction is an essential element of internal control. Supporting documentation could consist of an Excel file showing calculation for the transaction, a PDF of financial statement, PDF of legal document or signed agreement and/or a memo requesting or explaining the transaction.

The approver of the Journal Voucher must decide if the supporting documentation is sufficient enough for someone to clearly understand the purpose of the accounting entry and ensure it is free from errors.

General guidance regarding financial transactions and support documentation is found in the Internal Controls area of the Financial Reporting website: https://finance.uw.edu/fr/internal-controls/documentation

Can my Approver edit my submitted MyFD JV?

No, the approver entered on a MyFD cannot edit the JV. If changes are necessary, the MyFD JV must be returned to the preparer (sometimes called the initiator) for editing. Additionally, the preparer cannot edit the JV if it is in Pending Approval or Submitted status.

When should I use MyFD Expense Transfer, versus MyFD Journal Voucher?

Expense Transfers should always be used first. Expense Transfers start by choosing a posted expense from the budget and therefore carry the initial debit information and only changes must be entered, can be both initiated (prepared) and submitted (approved) by a single person with Expense Transfer access in ASTRA and require no additional documents for audit support. Additionally, for salary expense transfers, MyFD will calculate and transfer associated benefit expenditures, using the correct historical rates.

Journal Vouchers, on the other hand, are only used in cases where no expense is shown on the budget (i.e. General Ledger or Fund accounting), or the expense cannot be corrected with an Expense Transfer (i.e. Revenue). Journal Vouchers must be started from a blank form with both the debit and credit entered, require both a separate initiator (preparer) and approver in the department and require support documents to be attached.

Fiscal Year End / Biennium Reporting

Why can't I always use the "Period JV s/b recorded" on a MyFD JV?

MyFDs will always post to the current open month, and therefore the "Current" period is set as the default for MyFD JVs. The only time "Prior Fiscal Year" is available is during fiscal year end and biennium close.

When referring to a fiscal year 20XX or biennium 20XX, what period does that mean?

A fiscal year is named for the calendar year in which it ends

  • i.e. Fiscal Year 2017 runs July 2016 - June 2017

A biennium is named for the calendar year in which it starts

  • i.e. Biennium 2017 runs July 2017 - June 2019

There are two fiscal years in each biennium, so Biennium 2017 includes Fiscal Year 2018 and Fiscal Year 2019

How will I know the expected date of Month Close in MyFD?

MyFD Month Close occurs on JAMDYPEOM3/JAMDAYEOM3 on the Financial Accounting System (FAS) Production Schedule, except during Biennium Close and Fiscal Year Close.

Note that the MyFD Home page publishes the month close message the following day. This is because the close typically happens at night and campus will not see the update until visiting the MyFD Home page the following day.

To view the FAS Schedule, please visit the Learn About FIN webpage provided by Financial Accounting. On this webpage, under Schedules, select either the Detail or Summary FAS processing schedules. The calendar will show the scheduled JAMDYPEOM3/JAMDAYEOM3 for the current calendar year as well as past years: http://f2.washington.edu/fm/fr/resources/learn-about-fin

During Biennium Close, the final June month close occurs on JAMOLDDYPEOM/JAMOLDDAYEOM in July.

During Fiscal Year Close, the final June month close occurs on JAMDYP12AEOM/JAMDAY12AEOM in July.

Why did my expense transfer post to July instead of June? I have Dean's Day access.

Dean's Day access must be granted in ASTRA for the budget you are transferring from, not the budget you are transferring to. Check ASTRA to make sure that your access is correct for the budget you are transferring from. If your access looks accurate, please contact us at myfdhelp@uw.edu to review the transaction.

Reports (Budget Summary)

Where can I find the subtotals and totals of Indirect and Direct Costs?

Direct Costs will be listed on the Budget Summary report directly under the Total Expenditures line.

Indirect Costs can be found on the Budget Summary report listed as Total FAC and Admin Cost under the Total Expenditures line. They can also be found on the Transaction Summary report as a line for Indirect Costs.

Reports (Transaction Summary)

Where can I find the subtotals and totals of Indirect and Direct Costs?

Direct Costs will be listed on the Budget Summary report directly under the Total Expenditures line.

Indirect Costs can be found on the Budget Summary report listed as Total FAC and Admin Cost under the Total Expenditures line. They can also be found on the Transaction Summary report as a line for Indirect Costs.

Where can I find the FTE Total in MyFD that used to be on my Budget Activity Report (BAR)?

You can find the FTE total by viewing the Transaction Summary Report and finding the FTE column next to the Amount column.

Reconciliation

How will I know the expected date of Month Close in MyFD?

MyFD Month Close occurs on JAMDYPEOM3/JAMDAYEOM3 on the Financial Accounting System (FAS) Production Schedule, except during Biennium Close and Fiscal Year Close.

Note that the MyFD Home page publishes the month close message the following day. This is because the close typically happens at night and campus will not see the update until visiting the MyFD Home page the following day.

To view the FAS Schedule, please visit the Learn About FIN webpage provided by Financial Accounting. On this webpage, under Schedules, select either the Detail or Summary FAS processing schedules. The calendar will show the scheduled JAMDYPEOM3/JAMDAYEOM3 for the current calendar year as well as past years: http://f2.washington.edu/fm/fr/resources/learn-about-fin

During Biennium Close, the final June month close occurs on JAMOLDDYPEOM/JAMOLDDAYEOM in July.

During Fiscal Year Close, the final June month close occurs on JAMDYP12AEOM/JAMDAY12AEOM in July.

Do I have to print out and keep MyFD reports each month?

The reports in MyFD meet records retention requirements and do not need to be printed. If your unit's business process previously required printing of these reports, we recommend reviewing your department's policies and talking with your administrator regarding keeping only electronic records instead of printing additional copies. Note that any reports, including printed MyFD reports, which are signed and dated to document reconciliation activity should be maintained in accordance with the University's retention schedule. For information about the retention period or records retention policies, please visit Records Management Services and consult with Internal Audit to verify your business processes meet requirements.

PCA Codes

Why is my PCA Project Code not showing up in the MyFD Transaction and Reconciliation reports?

In FIN your PCA chart of accounts for Project needs to be updated.  The Lowest Level (LL) must be flagged Y (yes) for them to appear.

I need to find the detail of budget revisions and I cannot locate them in FIN.

Budget revisions do not appear in FIN. They are processed in the BDGT system. You can find the budget revision information in the MyFD Reconciliation Report.

Transfer of Expenses

Why did my expense transfer post to July instead of June? I have Dean's Day access.

Dean's Day access must be granted in ASTRA for the budget you are transferring from, not the budget you are transferring to. Check ASTRA to make sure that your access is correct for the budget you are transferring from. If your access looks accurate, please contact us at myfdhelp@uw.edu to review the transaction.