Important: Please check calendar below for revised biennium dates in the coming months.

Topics on this page:

What is Biennium Close?                                                             

What does this mean to the UW?

System Availability

Things to Know

Payment Information During Biennium Close

Cutoff Dates Calendar

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        

Printable Calendar      

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:

pcshelp@uw.edu

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;

pcshelp@uw.edu

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:

procard@uw.edu

Revolving Funds

Revolving Fund form

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:

fieldadv@uw.edu

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:

help@uw.edu

Journal Vouchers

Use Tax Corrections

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

Cash Transmittals (CT)

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