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Journal Voucher

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.

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.

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.

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

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

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.

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

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.