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PCA Codes

The MyFD Query templates are set to show only PCA Lite codes. If your budget is using PCA UltraLite, you will need to use PCA Original codes in your query fields. First, locate your PCA type. Second, select the correct PCA report fields for your query. A handy guide is posted on our Using PCA in MyFinancial.desktop webpage.

Policies and Procedures

Central Office must review the following transactions:

Central Office Transfers Requiring Review
Capital Projects Submit transfers involving org code 4080201000
Equipment Inventory Office (EIO) Submit transfers involving the following account codes: 05-10, 05-40, 05-41, 05-43, 05-45, 05-46, 05-99, 06-08, 06-10 through 06-21, 06-90 through 06-93, 06-96 and 06-98
Financial Accounting Initiate and submit transfers involving the following account codes: 13-xx, 21-xx, 24-xx, 15-xx (except 15-01) 17-xx, 18-xx, 19-xx, and 23-xx.

Initiate and submit transfers involving 07-xx account codes on non-grant budgets

Initiate and submit transfers involving 09-xx account codes

Initiate and submit transfers involving 12-xxxx, 49-xxxx, or 86-xxxx budgets

Grant & Contract Accounting (GCA) Initiate and submit transfers involving 07-xx account codes on grant budgets

Initiate and submit transfers involving 19-10 and 19-40 account codes

Management Accounting & Analysis (MAA) Submit transfers involving 15-01 account codes
Payroll

Submit salary transfers involving account code, earn type, or job class code changes

Initiate and submit transfers involving 01-xx account codes to or from budget 12-2500

Printing and Extracting

This white space allows MyFD to autofit to different screen sizes. You may change your print settings so that the complete header prints.

If you are using Internet Explorer:

Click on Tools, then Internet Options
Click on the Advanced tab
Scroll down to printing and check "Print Background Colors"
Click on apply

If you are using Firefox:

Click on File, then Page Setup
Check the "Print Background Colors" box
Click on ok

Queries

This message is often displayed when the estimated amount of data returned by a query is significant. To avoid receiving this error, reduce the number of budgets you are querying, select the report fields you truly need (rather than simply selecting all report fields), refine your critera and the time period you are querying. Additionally, if you have a number of queries on your status page, delete them to create additional space.

The MyFD Query templates are set to show only PCA Lite codes. If your budget is using PCA UltraLite, you will need to use PCA Original codes in your query fields. First, locate your PCA type. Second, select the correct PCA report fields for your query. A handy guide is posted on our Using PCA in MyFinancial.desktop webpage.

Try again! Often times, queries that return "no results" have too many criteria in step 3b, or conflicting criteria in 3b. Try removing one or more lines of criteria in step 3 b.

As of Dec 3, 2008, salary transfers (formerly RST's) are processed through MyFD; there are a number of changes to the salary transfer process and data and, as a result, queries that were written for RST's will not retrieve Online Salary Expense Transfers. To query for Online Salary Expense Transfers, try using the Payroll Expenditures Query Template.

Reconciliation

The Reconciliation feature for historical data (Fiscal Year 2023 and earlier) will be available for a period (likely 9-12 months) after Biennium Close; the exact length of time is still to be determined.

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.

Interal Audit was actively involved in the design and decision making process for the Reconciliation report and Reconciliation Status report features in MyFD. Internal Audit has approved MyFD as a system that can be used as an alternative means for performing reconciliation activities.

Valid characters are 0-9, a-z, A-Z, ', &, %, $, ( ), /, -, :, *, #, comma, period, and space.

In accordance with the University of Washington's financial records retention guidelines, MyFD keeps all information for the current biennia plus 3 biennia.

Learn more at: http://f2.washington.edu/fm/recmgt/retentionschedules/gs/general

The reports in MyFD meet records retention requirements and do not need to be printed.

Electronic signatures are an acceptable option for reconciliation, as well as additional digital notes and dates, and every effort should be made to reconcile electronically rather than using printed copies.

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 past reports, including printed MyFD reports, which were signed and dated to document reconciliation activity must 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.

Using MyFD for reconciliation is not mandatory, but is a convenient electronic alternative that can replace manual, paper-based practices. Discuss using MyFD, for your department specific needs, with your administrator.

Reports (Budget Summary)

This will depend on whether you are accessing historical data (Fiscal Year 2023 and earlier) or future state data (Fiscal Year 2024 and later).

Historical Data: Reporting in MyFD will remain available for a period (likely 9-12 months) after Biennium Close; the exact length of time is still to be determined. During this time, current users will be able to access historical data in the same way they always have. Once MyFD shuts down completely, this data will be accessible via the BI Portal, where a subset of MyFD reports is already available).

Future State Data: The preferred method for accessing this data will be via Workday reports. A Financial Desktop dashboard is under development to guide users from MyFD reports to comparable resources in Workday. This dashboard will be available within Workday.

Additional resources are under development to help current MyFD users transition to the future state. Please follow the System Crosswalk - Current to Future State page in the UWFT Change Network, which will be updated as more resources become available.

Reports and queries will remain available in MyFD for a period (likely 9-12 months) after Biennium Close, however, the exact length of time is still to be determined. During this time, users will be able to run queries and reports the same way they do today to access historical data (Fiscal Year 2023 and earlier)

Once MyFD shuts down completely, this data will be accessible via the BI Portal, where a subset of MyFD reports is already available.

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.

During the Biennium Crossover periods (June, July, and August of odd years), MyFinancial.desktop (MyFD) may not display Budgeted Amounts. Budgeted amounts for biennial budgets are not available until late August, after all final calculations for the closing biennium are complete. Until this time, there are no budgeted amounts available in the University's financial systems, including FIN/FAS and the Buget System (BGT)

MyFD automatically displays the correct Project Reporting Period for each specific budget type and by extension, the correct Remaining Budgeted Amount. For example, for grant budgets the "Activity to Date" option is available, while for state budgets, the "Fiscal Year" and "Biennium" options are available. More information regarding Reporting Period is on our Budget Summary and Transaction Summary webpages.

Even though we know the budgeted amount for grants, during the Biennium Crossover period, all budgeted amount data becomes unavailable in the University's financial systems. When the budgeted amounts for biennial budgets become available, budgeted amounts for ALL budget types, including grants, are uploaded to the Budget System and Financial Systems; this generally occurs in late August. At this point, the budget balance for grants will be re-displayed in MyFinancial.desktop.

Reports (Current Encumbrances)

This will depend on whether you are accessing historical data (Fiscal Year 2023 and earlier) or future state data (Fiscal Year 2024 and later).

Historical Data: Reporting in MyFD will remain available for a period (likely 9-12 months) after Biennium Close; the exact length of time is still to be determined. During this time, current users will be able to access historical data in the same way they always have. Once MyFD shuts down completely, this data will be accessible via the BI Portal, where a subset of MyFD reports is already available).

Future State Data: The preferred method for accessing this data will be via Workday reports. A Financial Desktop dashboard is under development to guide users from MyFD reports to comparable resources in Workday. This dashboard will be available within Workday.

Additional resources are under development to help current MyFD users transition to the future state. Please follow the System Crosswalk - Current to Future State page in the UWFT Change Network, which will be updated as more resources become available.

Reports and queries will remain available in MyFD for a period (likely 9-12 months) after Biennium Close, however, the exact length of time is still to be determined. During this time, users will be able to run queries and reports the same way they do today to access historical data (Fiscal Year 2023 and earlier)

Once MyFD shuts down completely, this data will be accessible via the BI Portal, where a subset of MyFD reports is already available.

This may be an encumbrance that has intentionally been left open by a department. A $1.00 encumbrance may also indicate that the total amount of charges to a requisition were different that the original requisition amount.

Reports (Transaction Summary)

This will depend on whether you are accessing historical data (Fiscal Year 2023 and earlier) or future state data (Fiscal Year 2024 and later).

Historical Data: Reporting in MyFD will remain available for a period (likely 9-12 months) after Biennium Close; the exact length of time is still to be determined. During this time, current users will be able to access historical data in the same way they always have. Once MyFD shuts down completely, this data will be accessible via the BI Portal, where a subset of MyFD reports is already available).

Future State Data: The preferred method for accessing this data will be via Workday reports. A Financial Desktop dashboard is under development to guide users from MyFD reports to comparable resources in Workday. This dashboard will be available within Workday.

Additional resources are under development to help current MyFD users transition to the future state. Please follow the System Crosswalk - Current to Future State page in the UWFT Change Network, which will be updated as more resources become available.

Reports and queries will remain available in MyFD for a period (likely 9-12 months) after Biennium Close, however, the exact length of time is still to be determined. During this time, users will be able to run queries and reports the same way they do today to access historical data (Fiscal Year 2023 and earlier)

Once MyFD shuts down completely, this data will be accessible via the BI Portal, where a subset of MyFD reports is already available.