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:
TBD
Ariba transaction payment Information for the 2021-2023 Biennium Close period
|
Dates |
Payment Type Activity |
Activity |
| TBD | eTravel, eReimbursements, P2I | Last day for current Biennium processing |
| TBD | PO, BPO Invoice payments | Current Biennium processing |
| TBD | Non-PO Invoice payments |
Only current Biennium processing |
| TBD | All | Ariba will be unavailable |
| TBD | All |
New payment processing begins in new Workday system |
Biennium 2021-2023 Cutoff Date Calendar
Keep checking this calendar for updates
Printable Calendar (coming soon)
| 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 31st. Large purchases that do not involve an RFP may be able to be placed up to TBD and still be charged to the expiring biennium. |
5:00 pm |
3/31 |
Contact: lmagill@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 TBD. This allows for Procurement Services to receive, process and send required documents to the IRS. | 5:00 pm | TBD |
Contact: pcshelp@uw.edu |
|
|
Close Ariba Open Balances |
|
5:00 pm | TBD |
Contact: pcshelp@uw.edu |
|
| Contract Review (RV) Forms | TBD | ||||
|
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 TBD. | 5:00 pm | TBD |
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 TBD. This allows for Procurement Services processing. It is possible that expenditures fully approved up to TBD 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 | TBD |
Contact: pcshelp@uw.edu eTravel Contact: travel@uw.edu |
|
|
Non-PO Invoices
|
TBD | ||||
| Procurement Card |
To ensure transactions are received and posted in PaymentNet by TBD, we recommend ProCard purchases are made by TBD. To ensure that equipment is inventoried correctly, the deadline for equipment purchases with a ProCard is TBD. |
5:00 pm | TBD |
Contact: procard@uw.edu |
|
| Central Travel Account (CTA) | Central Travel Account transactions must be posted to PaymentNet by TBD to be recorded in Biennium 2021-2023. We recommend CTA purchases are made by TBD. | 5:00 pm | TBD |
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 TBD. | 5:00 pm | TBD |
Contact: |
|
| Refund Check Requests |
Used by campus departments to return funds to individuals and companies from a revenue budget. |
5:00 pm | TBD |
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 TBD. | 3:00 pm | TBD |
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 TBD 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 TBD (usually between 5 pm and 6 pm) Incoming ACH: Must have a settlement date of TBD by the payee Incoming WIRE: Must be sent by the payee before the WIRE cutoff time of 2:30 pm on TBD |
Varies, see description | TBD |
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 | TBD |
Contact: pcshelp@uw.edu |
|
| ProCard/CTA Reconciliation | Complete reconciliation in PaymentNet by TBD. | 5:00 pm | TBD |
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 | TBD |
Contact: revfund@uw.edu |
|
| Field Advance Spend Downs | Field advance Spend Downs must be approved by departments in the field advance portal by TBD in order to be posted to the prior fiscal year. | 2:00 pm | TBD |
Contact: |
|
| MyFD Expense Transfers & MyFD Journal Vouchers (JV) | Recommended last day for submitting expense transfers which require Central Office review | 4:00 pm | TBD |
Contact: myfdhelp@uw.edu |
|
| Last day to submit expense transfers which require Central Office review | 4:00 pm | TBD |
Contact: myfdhelp@uw.edu |
||
| LAST DAY for campus to submit MyFD expense transfers & MyFD JVs marked for prior fiscal year | 4:00 pm | TBD |
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 | TBD |
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 | TBD |
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 |
TBD |
Contact: |
|
| Journal Vouchers |
For information on how to submit Use Tax Corrections - see Use Tax Reversals. |
12:00 pm | TBD |
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 | TBD |
Contact: gcahelp@uw.edu |
||
|
for monies deposited to the bank by TBD, 2023 |
CTs submitted to Banking and Accounting Operations for upload Electronic Form submitted to bankrec@uw.edu |
12:00 pm | TBD |
Contact: bankrec@uw.edu |
|
|
LAST DAY for campus to submit Final Adjusting CTs Electronic CT form submitted to bankrec@uw.edu |
12:00 pm | TBD |
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 | TBD |
Contact: bankrec@uw.edu |
||