Click on a question below to view the answer.
You may also limit the results by entering a search term.

MyFD Financial Reports

For state, gift, and endowment budget records see the Financial Records section of the general schedule. For grant and contract budgets see the Research and Grant/Contract Records section. Records entered into MyFinancial.desktop, however, are managed centrally. Any paper or electronic copies of records you have are duplicates and be disposed of. See Electronic Records that do not need to be printed or saved.

No. We have worked very hard with the Financial Desktop group to ensure that MyFinancial.desktop would be responsible for meeting the retention period of the records it holds.

If you do print something out, you can consider it a duplicate and destroy it once it has served its reference purpose.

Please note that for those sponsored budgets that do not submit financial status reports at least annually, you will need to continue to keep your own copies of ISDs, CTIs, and invoices for the full retention period. See Research and Grant/Contract Records.

Yes. If you have a record that is not on MyFinancial.desktop, like a ProCard receipt, you are responsible for keeping it for the full retention period.

Copies of invoices paid with an online PAS Purchase Order do not need to be retained by departments. PAS invoice information and images dating back to January 1, 2008 are available through Procurement Desktop Reports and will remain visible and accessible for their full retention period. Any invoices or reports printed from the Procurement Desktop Reports are considered duplicates and can be destroyed as soon as they have served their reference purpose. See Materials That May Be Disposed of Without a Specific Retention Period.

However, invoices paid by a manual PAS Purchase Order, check request, wire transfer, or other method are not accessible through the Procurement Desktop Reports. Departments should continue to retain copies of these documents for the full retention period.

There are many financial reports that do not have to be printed. They will be visible and accessible for their full retention period through MyFinancial.desktop, Procurement Desktop Reports, the Electronic Data Warehouse, or other central UW databases like ARIBA. Any reports that are printed are considered duplicates and can be destroyed as soon as they have served their reference purpose. For more information, see Electronic Records That Do Not Need to Be Printed or Saved.

Please note that for those sponsored budgets that do not submit financial status reports at least annually, you will need to continue to keep your own copies of ISDs, CTIs, and invoices for the full retention period. See Research and Grant/Contract Records.

No. As of May, 2017, BAR and BSR reports are no longer printed. Financial reports can be accessed online through MyFinancial.desktop. Older BAR and BSR reports are considered a duplicate copy and may be disposed of as soon as they have served their reference purpose.

The Transaction Summary Report is the online equivalent of the printed BAR. It displays individual transactions that impacted a budget during a reporting period.

The Budget Summary Report is the online equivalent to the printed BSR. Includes budgeted amounts, encumbrances, transaction totals, and budget balances.

In February 2011, MyFinancial.desktop added budget reconciliation to its suite of services. The Reconciliation Report enables users to monitor and perform real time reconciliation of transactions as they post to a budget (for which they have access). It provides a convenient means to electronically record fiscal oversight by using the Reconciliation Status. (Often referred to as budget ‘sign off’.)

Administrators and PIs will be able to electronically ‘sign-off’ on the Reconciliation Report in MyFinancial.desktop. This is an acceptable means for demonstrating oversight of fiscal transactions.

Decision Support Center has a number of financial reports designed to augment the reports available in MyFinancial.desktop. Currently there are 98 reports available through the Decision Support Center. For example, a new report is available to show the credit and debit budget numbers associated with a journal vouchers. These reports are accessible through the ‘More Systems’ drop down found within the MyFinancial.desktop application. You may choose to print a report from the Decision Support Center but, like reports from MyFD, they are considered duplicates and can be destroyed at any time.