Important: Please check calendar below for revised biennium dates in the coming months.
Topics on this page:
What does this mean to the UW?
Payment Information During Biennium Close
What is Biennium Close?
Many governmental organizations, including the University of Washington (UW), divide their accounting records into two-year periods. Each two-year period is called a “biennium”. During a biennium revenue and expenses are recorded.
At the conclusion of the biennium the records are closed and a new set of records is opened and a “new” biennium is created. At the UW a biennium begins in July of an odd year and concludes at the end of June two years later.
For a month or so after the day a given biennium ends (which is usually June 30), we continue to record revenues and expenses that pertain to the old biennium in the old biennium. This allows UW to record its financial transactions to the appropriate time period. For a short period of time, two separate sets of records are open, one for the new biennium and one for the old. Biennium crossover is the period of time when the old and new biennias are both open. Biennium close occurs when transactions can no longer be put into the old biennium. There are a series of steps leading up to this cutoff.
What does this mean to the University of Washington?
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.
The Biennium Cutoff Dates are the final dates on which various transactions must be received, and or processed, to ensure recording for biennium business.
System Availability
It is important to note that various systems may be unavailable, for the processing of transactions. You can learn more about any planned system downtime, or unavailability on the System Availability page.
Things to Know:
- 2019-2021 Biennium budgets will be available in Ariba on July 8th.
- Budgets that expire in the 2017-2019 biennium will be removed from Ariba default budget Preferences. Re-set your Preferences with a new 2019-2021 biennium on July 8th (training on Ariba Preferences can be found on our Tutorials webpage).
- If you are creating a CR, Req or Non-PO with a budget that will expire at the end of the 2017-2019 biennium (6/30/2019), we recommend that these be held until July 8th when the new budgets are available to use (budgets that expired on 6/30/19 can no longer be used to make payments, therefore the use of expired budgets on new transactions will delay payment).
Ariba transaction payment Information for the 2017-2019 Biennium Close period.
|
Dates |
Payment Type Activity |
Activity |
| 6/27 | eTravel, eReimbursements, P2I | Last day for 2017-2019 Biennium processing |
| 6/28-7/5 | eTravel, eReimbursements, P2I | No ER, XR, XP payment processing |
| 7/1-7/5 | PO, BPO, Non-PO Invoice payments | Only 2017-2019 Biennium processing (no, 2019-2021 Biennium processing) |
| 7/4 | All |
PAS system unavailable, no payments issued July 4th Holiday |
| 7/8 | All |
2019-2021 Biennium payment processing begins |
Biennium 2017-2019 Cutoff Date Calendar
Keep checking this calendar for updates
| Topic | Description |
Cutoff Time |
Cutoff Date | Contact | |
|---|---|---|---|---|---|
|
Ariba Orders: Major Sourcing Events |
In order to ensure expenditures for any major purchases (RFPs) that do not have existing contracts are charged to the expiring biennium, they need to be fully approved by the department and submitted to Procurement Services by March 29th. Large purchases that do not involve an RFP may be able to be placed up to June 17th and still be charged to the expiring biennium. |
5:00 pm |
March 29th |
Contact: eblins2@uw.edu |
|
| Ariba: P2I for Foreign Nationals | In order to guarantee expenditures are charged to the expiring fiscal year, Ariba payment transactions for Foreign Nationals must clear the approval process by 5 p.m. on June 10th. This allows for Procurement Services to receive, process and send required documents to the IRS. | 5:00 pm | June 10th |
Contact: pcshelp@uw.edu |
|
|
Close Ariba Open Balances |
All existing purchase orders with open balances at the end of fiscal year 2019 will be carried forward into fiscal year 2020 if the budget number is still in active status. |
5:00 pm | June 17th |
Contact: pcshelp@uw.edu |
|
|
Ariba Orders: General Purchases |
In order to ensure expenditures are charged to the expiring biennium, Ariba contract requests and requisitions need to be fully approved by the department and Procurement Services by June 17th. | 5:00 pm | June 17th |
Contact: pcshelp@uw.edu |
|
|
Other Ariba Payment Transactions |
In order to guarantee expenditures are charged to the expiring biennium Ariba payment transactions must clear the approval process by 5 pm on June 17th. This allows for Procurement Services processing. It is possible that expenditures fully approved up to June 25th at 3 p.m. will still be charged to the expiring biennium. Anything after this time will be charged to the new biennium. |
5:00 pm | June 17th |
Contact: pcshelp@uw.edu eTravel Contact: travel@uw.edu |
|
| Procurement Card |
To ensure transactions are received and posted in PaymentNet by 7/1/2019, we recommend ProCard purchases are made by June 21st. To ensure that equipment is inventoried correctly, the deadline for equipment purchases with a ProCard is June 21st. |
5:00 pm | June 21st |
Contact: procard@uw.edu |
|
| Central Travel Account (CTA) | Central Travel Account transactions must be posted to PaymentNet by July 1st to be recorded in Biennium 2017-2019. We recommend CTA purchases are made by June 21st. | 5:00 pm | June 21st |
Contact: procard@uw.edu |
|
| Check Requests (for limited use) | This process is officially retired. In order to guarantee expenditures are charged to the expiring biennium, check requests must be received by AP by June 26th. | 5:00 pm | June 26th |
Contact: |
|
| Refund Check Requests |
Used by campus departments to return funds to individuals and companies from a revenue budget. |
5:00 pm | June 26th |
Contact: pcshelp@uw.edu |
|
| Credit Memos | If you are expecting a credit memo from a supplier, make sure the credit memo is submitted and approved in Ariba by June 28th. | 3:00 pm | June 28th |
Contact; |
|
|
Ariba Invoices |
In order to ensure expenditures are charged to the expiring biennium, orders placed in Ariba must have invoices dated June 30th or earlier in Ariba and Blanket Purchase Orders (BPO) must be fully received by the department. This allows for central office processing. | 5:00 pm | July 8th |
Contact: pcshelp@uw.edu |
|
| ProCard/CTA Reconciliation | Complete reconciliation in PaymentNet by July 8th. | 5:00 pm | July 8th |
Contact: |
|
| Revolving Funds |
Last day to submit revolving fund replenishment request for that previous fiscal year. Please make sure to specify the correct fiscal year for posting. |
2:00 pm | July 9th |
Contact: revfund@uw.edu |
|
| Field Advance Spend Downs | Field advance Spend Downs must be approved by departments in the field advance portal by July 9th in order to be posted to the prior fiscal year. | 2:00 pm | July 9th |
Contact: |
|
| MyFD Expense Transfers & MyFD Journal Vouchers (JV) | Recommended last day for submitting expense transfers which require Central Office review | 4:00 pm | July 10th |
Contact: myfdhelp@uw.edu |
|
| Last day to submit expense transfers which require Central Office review | 4:00 pm | July 17th |
Contact: myfdhelp@uw.edu |
||
| LAST DAY for campus to submit MyFD expense transfers & MyFD JVs marked for prior fiscal year | 4:00 pm | July 24th |
Contact: myfdhelp@uw.edu |
||
| DEAN'S DAY- FINAL DAY to submit expense transfers and MyFD JVs (only those who have "Biennium Close Transfer (Deans/VPs)" authorization in ASTRA. Check your authorizations if you are unsure of your access rights.) | 4:00 pm | July 26th |
Contact: myfdhelp@uw.edu |
||
| ISD/CTI |
Recommended first cutoff day to submit ISDs and CTIs to JVReq before last day for campus. Time between this first cutoff day and last day for campus should be used to ensure all entries have posted in the system correctly. Entries to fix incorrect postings should be done between this date and last day for campus. ISD Electronic Form submitted to jvreq@uw.edu CTI Electronic Form submitted to jvreq@uw.edu |
12:00 pm | July 15th |
Contact: jvreq@uw.edu |
|
| FASTRANS |
Last day for campus to submit FASTRANS uploads for ISDs, CTIs, JVs and CTs FASTRANS files must be named for month 24 if transactions should post to June/month 24/FY2; example: F2407071.ISD (even when submitted in July, up to the Last Day deadline) Files named for month 01 will post to July/FY1 |
6:30 pm |
July 24th |
Contact: |
|
| Journal Vouchers |
For information on how to submit Use Tax Corrections - see Use Tax Reversals. |
12:00 pm | July 15th |
Contact: usetax@uw.edu |
|
|
Grant, Contract and Gift Budgets (includes deficit transfers submitted through Grant Tracker or using the Deficit Transfer form) |
12:00 pm | July 15th |
Contact: gcahelp@uw.edu |
||
|
for monies deposited to the bank by June 30, 2019 |
CTs submitted to Banking and Accounting Operations for upload Electronic Form submitted to bankrec@uw.edu |
12:00 pm | July 15th |
Contact: bankrec@uw.edu |
|
|
LAST DAY for campus to submit Final Adjusting CTs Electronic CT form submitted to bankrec@uw.edu |
12:00 pm | July 24th |
Contact: bankrec@uw.edu |
||
|
DEAN'S DAY: Final Adjusting CTs for Deans and VPs Only Electronic CT form submitted to bankrec@uw.edu |
12:00 pm | July 26th |
Contact: bankrec@uw.edu |
||