Deadlines:
The chart below lists procurement and payables documents related to fiscal close transactions. The dates represent the last day that departments can submit documents to allow sufficient time for processing and posting to the Fiscal Year End. Submittal of documents well in advance of the cutoff dates will ensure timely processing.
A link to additional Financial Reporting information will be added once information is available.
Note: Dates subject to change
| Transaction | Description | Deadline Time | Deadline Date | Contact |
|---|---|---|---|---|
| Major Sourcing Events | In order to ensure expenditures for any major purchases (RFPs) that do not have existing contracts are charged to the expiring fiscal year, they need to be fully approved by the department and submitted to Procurement Services by May 16th. This is only applicable to funding sources that require being spent by the end of the fiscal year. Large purchases that do not require an RFP may be able to be placed up to 6/1. | 5 pm | May 16th | lmagill@uw.edu |
| Miscellaneous Payments | In order to ensure expenditures are charged to the expiring fiscal year, transactions must be approved by department by June 17th. 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 pm | June 17th | pcshelp@uw.edu |
| Purchase Orders: Catalog | In order to ensure expenditures are charged to the expiring fiscal year, requisitions for catalog orders need to be fully approved by June 10th. | 5 pm | June 10th | pcshelp@uw.edu |
| Purchase Orders: Non-Catalog | In order to ensure expenditures are charged to the expiring fiscal year, requisitions for non-catalog orders need to be fully approved by June 1st. | 5 pm | June 1st | pcshelp@uw.edu |
|
Expenses:
|
In order to ensure expenditures are charged to the expiring fiscal year, transactions must clear the approval process by June 17th. This allows for Procurement Services review and approval. All errors must be resolved, fully approved, and all required documents attached. | 5 pm | June 17th | |
| Central Travel Account (CTA) Verification | Verify by June 17th to ensure Central Travel Account transactions are received and posted to the June cycle in the expiring fiscal year. | 5 pm | June 17th | procard@uw.edu |
| Supplier Invoice Request (SIR) | Invoices that must be posted in the expiring fiscal year must be entered and fully approved by the unit by June 17th. | 5 pm | June 17th | pcshelp@uw.edu |
| ProCard Verifications |
To ensure transactions are posted to the June cycle in the expiring fiscal year, we recommend ProCard Verifications are made by June 30th. To ensure that equipment is inventoried correctly, the deadline for equipment Verifications with a ProCard is June 30th. |
5 pm | June 30th | procard@uw.edu |
| Invoices/Credit Memos for Purchase Orders |
All invoices/credits must be approved in Workday by 6/13. Includes resolving receiving and match exceptions. |
5 pm | June 13th | pcshelp@uw.edu |
| Invoice Match Exceptions - Receiving | Have all receiving completed for goods and services that were received and completed by 6/30. | 5 pm | June 30th | pcshelp@uw.edu |
| Invoice Match Exceptions - Other exceptions | If any campus intervention is needed to allow exceptions to move forward, have completed so exception can be resolved by June 13th. This can include having an order updated by a buyer in Purchasing. See Purchase Order - Change and Close Form | 5 pm | June 13th | pcshelp@uw.edu |
| Revolving Fund | In order to ensure expenditures are charged ot the expiring fiscal year, submit revolving fund replenishment request via UW Connect Form by June 21st. | 5 pm | June 21st | revfund@uw.edu |
| Field Advance Spend Downs | In order to ensure expenditures are charged to the expiring fiscal year, departments must submit and approve field advance spend downs requests by June 21st. | 5 pm | June 21st | fieldadv@uw.edu |
| Accounting Adjustment for Procurement Transaction | Shared Environment Accountant security role required. Have submitted in Workday by June 30th. | 5 pm | June 30th |