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Biennium Close

The fiscal biennium of the state shall commence on the first day of July in each odd-numbered year and end on the thirtieth day of June of the next succeeding odd-numbered year.” RCW 1.16.020

To comply with Washington State accounting procedures for closing out the current Biennium, the University's books of account will be held open for a limited time during the month of July to record transactions processed after June 30 relating to business of the expiring fiscal period. 

Biennium close affects State (GOF) funds only.

  1. Familiarize yourself with the Biennium Close deadlines
    See the Biennium Close page for more information
     
  2. Ensure your requisitions are not held in a discrepancy status.
     
  3. Run a BPO Receiving Exception report periodically to see if there are any Blanket Purchase Orders needing to be recieved.
    Running the report weekly is a helpful “best practice” to ensure you have not missed anything that could have resulted from email system or network outages.  A reference guide on how to run this report is located at:
    http://f2.washington.edu/fm/ps/sites/default/files/training-and-events/RunningReceivingExceptionReport4BPO.pdf
     
  4. Follow up with vendors to ensure all invoices for the prior biennium period are sent to Accounts Payable for payment and recording in the proper Biennium
     
  5. Monitor your encumbrances and budget(s) on MyFinancial Desktop or the BAR.

Subawards are not subject to Biennium rules; however, invoices should be paid in the correct accounting period regardless of budget type.

Biennium budgets (i.e. GOF / DOF and self-sustaining) will, as long as the budget hasn't been closed, have their end dates automatically updated as the new biennium date starts.

RSTs, RTEs and OSETs can only be processed through the expense transfer.

Learn more at http://f2.washington.edu/fm/ps/bienniumclose-onlinetransfers

Deficit, lump sums, fabrications, end of biennium balances and revenues.

 

See the section on Online Expense Transfers above for more information. Learn more at http://f2.washington.edu/fm/ps/bienniumclose-onlinetransfers

UW’s MyFinancial. Desktop has a robust website with up to date information and frequently asked questions.  See MyFinancial.desktop or contact them at myfdhelp@u.washington.edu.

General Payment Information for the 2013-2015 Biennium

The PAS system processes vendor payments every night except for 7/7/2015, which is the FAS biennium crossover. The PAS system cannot issue payments for new-biennium invoices before the FAS biennium crossover

Please Note: PAS vendor payments include printed vendor checks as well as ACH and bankcard payments

DATES OF PAS VENDOR PAYMENTS  (July 2015)

July 1st - 6th Vendor payments dated July 1st - 6th are only for the PRIOR biennium (2013-2015)
 
July 7th

PAS system will be down and unavailable from about 6pm on the evening on July 7th

(FAS biennium crossover occurs)

July 8th

No vendor payments issued today. No special payment requests can be accepted or processed.

The new Biennium is now set as 2013-2015

July 9th
 
First date for posting new-biennium PAS transactions to FAS
 
July 27th
until the next
FAS biennium crossover
in July 2017
PAS vendor payments only available for NEW biennium (2015-2017)

 

The Purchasing department has access to change biennium indicator for manual and online orders with service date. AP staff can change biennium indicator for online orders without service date.

It is the department's responsibility to determine whether there actually are pending charges on the requisition and to take appropriate action. If there are pending charges on the requisition, it should remain open for those postings. If there are no charges coming through, the department should request liquidation of the encumbrance.

Encumbrances

It is the department's responsibility to determine whether there actually are pending charges on the requisition and to take appropriate action. If there are pending charges on the requisition, it should remain open for those postings. If there are no charges coming through, the department should request liquidation of the encumbrance.