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Budget Worksheet

PCA Codes

Please refer to the PCA website and the PCA FAQs.

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.

Open Balances

Review this order in Ariba. MyFD pulls information directly from Ariba and should be reflecting it's current status. The information should be a day behind the current data in Ariba.

No, not at this time. But there is a report available in Ariba to view Open Balances along with the Encumbrance and Open Balance Report in MyFinancial Desktop.

Ariba will not show the estimated tax, it will show the order amount before tax. The estimated tax is available in MyFD to assist with budget planning.

Review the order in Ariba. If the balance should not be open, please follow the steps outlined on the Changing or Closing eProcurement Orders web page to request the closure of the order through the Close Order Request Form.

You will be asked to provide the reason for the order to be closed and verify that all products/services have been received and all invoices have been reconciled and paid.
As Best Practice, the person requesting the closure should include a Comment on the PO (EI #) on the Summary tab under Comments-Entire Direct Order before requesting the closure. If the order was cancelled by the department with the vendor, please include the date the order was cancelled, vendor representative contact information and replacement PO number, if applicable.

An open balance is an outstanding commitment on a budget for a transaction placed through the Ariba system. The amount you see is the order amount and will include the estimated amount of tax for that order. These balances will be updated nightly in MyFinancial Desktop.

The following reports will display Open Balance data: Budget Summary, Budget List, Encumbrance and Open Balances Report and Budget Worksheet. The Encumbrance and Open Balances Report will show the individual order numbers open in Ariba.

Reconciliation

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

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

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)

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)

Reports (Transaction Summary)

MyFD displays transactions in correct Fiscal month, or the month the transaction occurred rather than the month that they post, or accounting month; FIN displays transactions in the accounting month. It is common to see a discrepancy between MyFD and FIN during the year end or biennium close period; many of these "missing" transactions can be found in MyFD in June.

Additionally, there are some important differences between Biennium and Project Period reporting views, especially in reference to grants and contracts.

Financial Accounting maintains the benefit rate table here, found under Payroll Load Rates - Detailed List
http://www.washington.edu/admin/finacct/detailrates96-11.pdf

Queries

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.

Access/Roles

There is no logout button in MyFinancial.desktop. MyFD uses the same "weblogin" as many other UW applications, and therefore has the potential to sign out other applications using this service (MyUW, eTravel, WebPine, eFECS, etc.).

When you are finished browsing UW websites such as MyFinancial.desktop, always remember to log out of these sites and the UW NetID "weblogin" service before leaving your computer. To do so, simply exit your Web browser.

To learn more about the logout process, please visit: User's Computing Guide to UW NetID Weblogin

Transfer of Expenses

For most transactions, anyone with submitter authorization for the original budget may un-submit. Additionally, preparers who are part of the audit trail for a transaction may un-submit. Transactions that are submitted for central office review may not be un-submitted by the department submitters or preparers.

There are a number of statuses you might see. Here are some of the most common:

Status   Explanation
Saved

=

Expense Transfer Form has been at least partially completed and saved.
Saved (Submission Withdrawn)

=

Transfer was submitted and then unsubmitted
Returned by System

=

Transfer was returned by FAS system
Returned by Compliance

=

Central Office Reviewer returned transfer
Partially Returned by System

=

Part of the transaction was returned by FAS
Submitted for Local Review

=

Expense transfer has been filled out and is waiting for a department submitter (someone who has Expense Transfer status, in ASTRA, for this budget) to review and complete this transfer.
Submitted for Compliance Review

=

Restricted transaction submitted by department submitter; awaiting submit by Central Office submitter
Submitted

=

Transaction submitted and will be picked up for processing by FAS
System-In Process

=

Transaction has been picked up by FAS and will process overnight.
Posted

=

Transfer successfully processed and posted
Deleted

=

Expense Transfer Form has been deleted. This form will remain on the Saved & Submitted screen for 3 months before being removed completely.

Yes, and No. The budget status in MyFD is accurate as of the previous business day; the status may have changed since then. MyFD will not prohibit a user from submitting a transaction to a closed budget. However, if a budget is closed, the transaction will be rejected by FAS.

Transactions returned by a Central Office or department submitter should include a note that details the reason for return. Transfers rejected by the system will include an error code and message.

Browser Settings

Mozilla Firefox and Internet Explorer are both supported browsers. We recommend using either of these. This product is standards-compliant and may work on other browsers.

Fiscal Year End / Biennium Reporting

You can transfer to or from a GRANT budget from a closed biennium, as long as the grant still exists in the current biennium. Additionally, both the transfer to and transfer from budget(s) must be open to expenditure transfers. You may not transfer to or from a state budget from a closed biennium.

More Systems

With an increase of online financial systems being used at UW, we have provided a link to those that often rely on data within MyFD. Support can be found within their own systems.

Budget Search: http://webservices.washington.edu/FWS/
Cost Share: https://ucs.admin.washington.edu/efecs/UWNetID/CostShare/Default.aspx
Decision Support: https://www.washington.edu/uwit/im/ds/
Effort Reports (eFECS): http://f2.washington.edu/fm/efecs/home
Grant Tracker: http://www.washington.edu/research/gca/budget/granttracker.html
Procurement Reports (PDR): http://f2.washington.edu/fm/ps/tools-for-reconciling/pdr
SAGE: http://sage.washington.edu/