1999 Biennium Close

1997-1999 Biennium Close Cutoff Dates -- Purchasing and Accounts Payable Documents

Included on this page:: Purchasing and Accounts Payable Documents; Important Guidelines and Requirements; Questions Concerning Biennium Close; Availability of PAS, FIN and Budget Drivers

March 1, 1999

To comply with State accounting procedures in closing out the 1997-1999 biennium, the University's books of account will be held open for a limited time during the month of July, 1999 to record transactions processed after June 30 relating to business of the expiring fiscal period. The dates listed on the schedule below are the final dates on which various Purchasing and Accounts Payable transactions must be received for recording as 1997-1999 business.

Purchasing and Accounts Payable Documents	Cutoff Date	Department to Which Submitted
Purchase Requisition (Includes Confirming)	Close of Business, 06/23/99	Purchasing
Vendor Invoices and Receiving Reports (RIP and department approved Non-RIP)	Close of Business, 07/15/99	Accounts Payable
Travel Expense Vouchers	Close of Business, 07/09/99	Travel Office
Petty Cash Reimbursements (Dept Revolving)	Close of Business, 07/12/99	Accounting Operation
Petty Cash Reimbursements (Purchasing)	Close of Business, 07/12/99	Purchasing

If documents are received after the established cutoff dates, they will be recorded as 1999-2001 biennium business. Every effort should be made to submit documents well in advance of the cutoff dates to avoid creating a backlog in the central offices which may not be able to be accommodated. The cutoff dates apply to all budget numbers.

Important Guidelines and Requirements

Determination of biennium to be charged--Vendor Invoices: In general, goods and services must be received on or before June 30 to be charged to the old biennium and on or after July 1 to be charged to the new biennium. The following procedures will be followed by Accounts Payable for invoices processed during the period May through July:

RIP invoices: Invoices dated June 30 and prior, and received in Accounts Payable by July 15, will be charged to expiring biennium funds regardless of the biennium cited in the order (if new biennium funds were cited in the order, Accounts Payable will change the biennium indicator to expiring biennium). Invoices dated July 1, 1999 and received in Accounts Payable by July 15 will be charged to the biennium indicated in the purchase order (assumption being made that goods and services were received during the appropriate fiscal period). Invoices dated July 2 and later will be charged to new biennium funds.
Non-RIP invoices: Invoices will be charged to expiring biennium only if receiving report reflects date of receipt of goods or performance of service was on or before June 30. It is IMPERATIVE that actual date of receipt or performance (not the date the receiving report is signed) be accurately reflected on the receiving report, and that the receiving report be returned to Accounts Payable on or before July 15 if expiring biennium funds are to be charged.
Invoices for rentals, maintenance services, and deposits to be effective on or after July 1: Since performance will be in the new biennium, payments will be charged to new biennium, but the check will be made available prior to July 1 if required.
Credit Memorandums: Credit Memorandums received in Accounts Payable on or prior to June 30 will be credited to the biennium cited in the requisition. Credit Memorandums received in Accounts Payable after June 30 will be credited to new biennium funds.

Determination of biennium to be charged--Travel:

Advances: For travel beginning in expiring biennium (on or before June 30), advance is charged to the expiring biennium regardless of biennium funds cited in the purchase requisition. For travel beginning in new biennium (on or after July 1), advance is charged to new biennium regardless of the biennium funds cited in the purchase requisition, but checks will still be made available two days prior to departure date. Biennium indicator cited in the purchase requisition will be changed by Travel to match the biennium in which the advance will be charged.
Expense Vouchers: Expenses for travel ended on or before June 30 will be charged to expiring biennium regardless of the biennium funds cited in the purchase requisition. Expenses for travel started prior to June 30 and ended in July will be charged to the expiring biennium, regardless of the biennium funds cited in the purchase requisition, providing that the expense voucher is cleared for payment prior to July 16. Expenses for travel started on or after July 1 will be charged to the new biennium regardless of the biennium funds cited in the purchase requisition. Expense vouchers cleared for payment after July 16 will be charged to new biennium regardless of dates of travel. Biennium indicator cited in the purchase requisition will be changed by Travel to match the biennium in which the expenses will be charged.
Air Fares for travel to be performed on or after July 1: Air fares paid in advance of performance of travel will be charged to old biennium funds if paid on or before June 30, 1999 and to new biennium funds if paid on or after July 1, 1999.

Encumbrances: All encumbrances not fully liquidated at the end of the biennium will be carried forward and encumbered in the new biennium, providing the budget number is in valid status in the new biennium.

Questions Concerning Biennium Close:

Send procedural or general questions concerning biennium close via email to: bchelp@u.washington.edu Send questions about specific situations to the appropriate central office (e.g., Purchasing, Accounting Operations, etc).

Availability of PAS, FIN and Budget Drivers:

The PAS, FIN and Budget drivers will be available for campus department processing during the hours 7:30 AM to 4:30 PM on all Saturdays from April 3 through July 17, except May 29 and July 3.

1999 Biennium Close