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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.
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 Deadline 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.
Things to Know:
This year will be unique since we are transitioning to a new financial system called Workday.
Workday Cut-Over Questions and Answers
Ariba transaction payment Information for the 2021-2023 Biennium Close period
|
Dates |
Payment Type Activity |
Activity |
| 6/16 | All | Final day of Ariba availability |
| 7/6 | All |
New payment processing begins in new Workday system |
Biennium 2021-2023 Date Calendar
Keep checking this calendar for updates
Printable Calendar (coming soon)
| Topic | Description |
Deadline Time |
Deadline 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 May 16th. Large purchases that do not involve an RFP may be able to be placed up to 6/5 and still be charged to the expiring biennium. |
5:00 pm |
5/16 |
Contact: lmagill@uw.edu |
|
| Ariba: Payments to Individuals (P2I) | In order to guarantee expenditures are charged to the expiring fiscal year, Ariba payment transactions for P2Is must clear the approval process by 5 p.m. on June 5th. This allows for Procurement Services to receive, process and send required documents to the IRS. This timeline allows for resolving any issues that may arise. | 5:00 pm | 6/5 |
Contact: pcshelp@uw.edu |
|
|
Close Ariba Open Balances |
|
5:00 pm | 6/14 |
Contact: pcshelp@uw.edu |
|
| Contract Review (RV) Forms | This form will stop being available when the Ariba system freezes. If you want to use this form to have Purchasing review an agreement or contract using this form, submit by June 12th. After the freeze, email will be the only option for review until Workday begins. |
5:00 pm |
6/12 |
Contact: |
|
|
Ariba Orders:
|
In order to ensure expenditures are charged to the expiring biennium, requisitions need to be approved by the department by June 12th. |
5:00 pm |
6/12 |
Contact: |
|
|
Ariba Orders: |
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 5th. | 5:00 pm | 6/5 |
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 12th. This allows for Procurement Services processing. |
5:00 pm | 6/12 |
Contact: pcshelp@uw.edu eTravel Contact: travel@uw.edu |
|
|
Non-PO Invoices
|
Non-PO Invoices dated for June must be entered and fully approved by the department by June 15th. |
5:00 pm |
6/15 | Contact: pcshelp@uw.edu | |
| Ariba Availability | Final day Ariba will be available | 6/16 | |||
| Procurement Card |
To ensure transactions are received and posted to the June cycle in PaymentNet, we recommend ProCard purchases are made by 6/21. To ensure that equipment is inventoried correctly, the deadline for equipment purchases with a ProCard is 6/21. |
5:00 pm | 6/21 |
Contact: procard@uw.edu |
|
| Central Travel Account (CTA) | To ensure Central Travel Account transactions are received and posted to the June cycle in PaymentNet, we recommend CTA purchases are made by 6/21. | 5:00 pm | 6/21 |
Contact: procard@uw.edu |
|
| Refund Check Requests |
Used by campus departments to return funds to individuals and companies from a revenue budget. |
5:00 pm | 6/23 |
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 6/23. | 5:00 pm | 6/23 |
Contact: |
|
| Deposit of cash, check(s), ACH and WIRE payments |
All deposits of cash, check(s), ACH, and WIRE must have a bank posting date of 6/30 to account for the expiring biennium. All deposits that have a bank posting date of TBD or after will reflect the new biennium. Cash/Check deposit: Must be made before banks close 6/30 (usually between 5 pm and 6 pm) Incoming ACH: Must have a settlement date of 6/30 by the payee Incoming WIRE: Must be sent by the payee before the WIRE cutoff time of 2:30 pm on 6/30 |
Varies, see description | 6/30 |
Contact: |
|
|
Ariba Invoices |
Orders placed in Ariba with invoices dated in June must be in Ariba by 6/23 for central office processing. | 5:00 pm | 6/23 |
Contact: pcshelp@uw.edu |
|
|
Ariba Invoices
|
BPOs placed in Ariba must have invoices dated June 30th or earlier, and the department must fully recieve in Ariba by 6/12 for central office processing. |
5:00 pm |
6/12 | ||
| ProCard/CTA Reconciliation | Complete reconciliation in PaymentNet by 7/3. | 5:00 pm | 7/3 |
Contact: |
|
| Revolving Funds |
In order to ensure expenditures are charged ot the expiring biennium, submit revolving fund replenishment request via revfund@uw.edu by 2 pm. |
2:00 pm | 6/28 |
Contact: revfund@uw.edu |
|
| Field Advance Spend Downs | In order to ensure expenditures are charged to the expiring biennium, departments must submit and approve field advance spend downs requests in the portal by 2 pm. | 2:00 pm | 6/28 |
Contact: |
|
| MyFD Expense Transfers & MyFD Journal Vouchers (JV) | Recommended last day for submitting expense transfers which require Central Office review | 4:00 pm | 7/6 |
Contact: myfdhelp@uw.edu |
|
| Last day to submit expense transfers which require Central Office review | 4:00 pm | 7/10 |
Contact: myfdhelp@uw.edu |
||
| LAST DAY for campus to submit MyFD expense transfers & MyFD JVs marked for prior fiscal year | 4:00 pm | 7/12 |
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 | 7/14 |
Contact: myfdhelp@uw.edu |
||
| ISD/CTI |
Recommended first cutoff day to submit ISDs and CTIs to JVReq before last day for campus. ISD Electronic Form submitted to jvreq@uw.edu CTI Electronic Form submitted to jvreq@uw.edu |
12:00 pm | 7/12 |
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) |
6:30 pm |
7/12 |
Contact: |
|
| Journal Vouchers |
For information on how to submit Use Tax Corrections - see Use Tax Reversals. |
12:00 pm | 7/12 |
Contact: usetax@uw.edu |
|
|
Grant, Contract and Gift Budgets (includes deficit transfers submitted through Grant Tracker or using the Deficit Transfer form). It is possible JVs can process up till 7/3. |
12:00 pm | 6/13 |
Contact: gcahelp@uw.edu |
||
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for monies deposited to the bank by 6/30, 2023 |
LAST DAY for campus to submit Final Adjusting CTs Electronic CT form submitted to bankrec@uw.edu |
12:00 pm | 7/12 |
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 | 7/14 |
Contact: bankrec@uw.edu |
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