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Reconciliation

To build a link to your website documents, MyFD will need:

  1. A way to identify transactions from your system uniquely based on some set of criteria, perhaps a Source System like FASTRANS, Originating Area Code, etc.
  2. A web page in your system that MyFD links to, along with a rule for bringing up the specific document; this could be something like: https://<your system>.washington.edu/finsvcs/uwnetid/cti-isd/< … >.xyz where <….>.xyz would be the unique document name.
  3. Examples of existing posted transactions that include: Unique identifying information (from #1 above), Budget number, Month/Year, Account Code and Transaction Description
  4. Retention policy and contact information for questions about your system which is added to a webpage for our users – See “Links to Online Source Documents” section at http://f2.washington.edu/fm/myfd/reconciliation.

Other nice to haves:

  • If possible, a single link for all transactions. If MyFD has to identify multiple types of transactions, and build different links for each, this slows down the report as each transaction has to get tested for all the criteria for each type of link.
  • A stable link, with some mechanism that will trigger a notification to us if the link changes – perhaps a comment in the code somewhere.
  • If you could feed a unique identifier that is part of the URL to MyFD in the special Document ID field, the way Ariba does, this is also preferred, but not required.

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.

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. 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.

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.

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.

Fiscal Year End / Biennium Reporting

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.