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Transfer of Expenses

Yes. Budgets in status 3 are open to journal vouchers, which is in essense what an expense transfer is.

Items with a Submitted for Local Review status have been initiated and submitted by a user with Inquiry action only. Transfers with this status will not post until reviewed and submitted by a user with the Expense Transfer action for the budget being transferred from.

Transaction Date 2 is the Earned Pay Period End (EPPE) date, or the date the salary or hours were earned. Transaction Date 3 is the paid Pay Period End (PPE) date, or the date the salary or hours were paid. These dates may be the same.

If a billing department issued an ISD or CTI incorrectly, contact the billing department and request that they correct or reissue the charge.

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Saved (Submission Withdrawn)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.

Reports (Budget Summary)

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.

MyFinancial.desktop automatically displays the correct Project Reporting Period for each specific budget type and by extension, the correct Remaining Budgeted Amount. For example, most state budgets do not use the Project Reporting Period account flag. MyFD will display the Remaining Budgeted Amount correct for that budget type. However, when a user displays the Project Reporting Period box on their Budget Summary, MyFD allows the user to determine when it is appropriate to select the Project Reporting Period account flag.

We recommend removing the Project Reporting Period box from your Budget Summary page. This can be accomplished through the Setup page. The result is that MyFD will always display the correct view based on your budget type, with the appropriate Remaining Budgeted Amount. See this screenshot.

How to remove the Project Reporting Period box:

Click on Setup
Expand the "Set my Reporting Screen Defaults" section
Uncheck the box for " Show Project Reporting Period Selection" in the Global Defaults section
Save your reporting screen defaults.
Select a report from the Reports drop down menu

Fiscal Year End / Biennium Reporting

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.

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.

Reports (Transaction Summary)

Benefit rates are summarized by account code and neither MyFD nor FAS display the individual rates per employee. The calculation formula and rates can be found here under Payroll Load Rates http://www.washington.edu/admin/finacct/loadrate.html

The "Balance Forwarded - TC31" transactions can be ignored. They are the system's way of carrying forward expenditure totals from one biennium to the next for budgets (such as grants) that span multiple biennia. In other words, because our system only retains data for three biennia, we have to "lump sum" the expenditure totals for budgets like this in order to ensure that we have accurate totals. These transactions will only occur during biennium close and can be disregarded.

There are a few explanations for why this may occur:

Your budget may have begun after the start of the selected reporting period, therefore no prior transactions would exist.
If viewing the first fiscal year of a biennium, there are no prior transactions because each biennium is accounted for separate from the next.
For gift budgets, prior transactions may appear in the new biennium as forwarded expenditures, etc.

Financial Accounting maintains the benefit rate table here, found under Payroll Load Rates - Summary List :
http://www.washington.edu/admin/finacct/loadrate.html

Budget Worksheet

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.

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.

Printing and Extracting

This issue is common, especially with Internet Explorer. To address this issue, we have created a page with detailed instructions. For more information, please visit Printing and Extracting in MyFD

System Data / Availability

When a new budget is entered into the system it is loaded into the FIN driver that night. MyFD downloads that new information into it's own database the following night. This process may result in a two day turnaround for new budgets in MyFD.

PCA Codes

The Project Cost Account (PCA) System is a university-wide system that allows UW departments to monitor expenditures, report revenue, payroll and track other financial data.

Reconciliation

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.