Financial Reports and Information
- formerly called BAR and BSR Distribution-
- Introduction
- Month-End Close MyFinancial desktop Online Reports
- BAR and BSR Reports
- Opting Out of Printed BAR/BSR Reports
- BAR/BSR Copies and FAQs
- Contacts
Introduction
Financial reports and information are available online via MyFinancial.desktop (MyFD) (access required). In addition, departments may receive paper Budget Activity Reports (BARs). These reports are printed on a monthly basis by Computing & Communications after month-end fiscal close is completed in the Financial Accounting System (FAS), then distributed by Mailing Services to the campus mailbox that FAS shows for the budget.
Month-End Close
FAS month-end fiscal close generally runs on the fourth working day of the month after the month being reported. MyFinancial desktop will reflect the final month-end close figures the following day, and the homepage will indicate when a month is closed and ready for reconciliation.
Printed BAR and BSR reports are generally received in the departments about a week later. For instance, the October BAR for a budget number is created on the fourth working day of November. On the following weekend, the BARs and BSRs for all campus budgets are printed by C&C and then are delivered to Mailing Services where they are sorted by box number and ultimately delivered to the campus offices. This distribution takes several working days to complete.
Additional information regarding BAR/BSR final close of each accounting month is available on the FAS Schedule Summary page.
MyFinancial.desktop Online Reports
The current biennium and the three previous biennia worth of budget status reports and budget activity reports are available online via MyFD. With expenditures posting nightly on weeknights, the application provides the same information as your printed monthly BARs and BSRs on a day to day basis. Often you can find reconciling information online much more quickly than waiting for a paper BAR/BSR.
BAR and BSR Reports
The information on BAR and BSR reports is available online via MyFD, and you can print copies of the online BAR (Transaction Summary Report) or Budget Summary report as needed.
In addition, Accounts Payable maintains current BAR/BSR reports on microfiche. Customers requesting copies for the current month prior to scheduled delivery date will be referred to the schedule above in this page. Copies of BAR/BSR reports from prior accounting months can be viewed and printed on MyFD . Although these BARs and BSRs should be available in your office from the person in your office who reconciles budgets, under exceptional circumstances, missing BAR/BSR reports can be recreated by the Financial Systems programming staff (email is-fas@u.washington.edu)
Opting Out of Printed BAR/BSR Reports
Effective November 2007, department administrators have the ability to opt out of receiving their department copies of the printed BAR and BSR reports.
- Why should I "opt out"?
Four good reasons to opt out: - The data is available online via Myfinancial.desktop.
- The internet can distribute financial reports for you.
- If you don't use the printed reports, you can save a tree. As of October 2007, over 40 cases of paper are used to print BAR/BSR reports every month.
- You will have less paper to store in your office and ultimately recycle or shred.
- Does this mean I don't need to keep paper BAR & BSR reports?
- How do I "opt out"?
- All requests for opting out must be made by the department administrator.
- Administrators: Go to the following Catalyst web page and complete the information requested: https://catalysttools.washington.edu/survey/stwang/41161
- Opt out requests received by November 20, 2007 will be effective with the November 2007 BAR and BSR reports printed in December. Requests received after that date will be effective within 1-2 reporting months, depending on the date the request is submitted.
Paper BAR & BSR reports are no longer required for retention purposes, since financial reports meeting this need can be accessed online. Any reports you use to document financial oversight or reconciliation activity should be kept for the retention period. For example, if your PI signs the BAR or BSR as evidence of their review (GIM14)
If needed, the "opt out" option may be reversed, so that your department would again receive printed BAR / BSR reports. Note that any reports (e.g., BAR/BSR, printed MyFD reports, or department-generated reports) used to document reconciliation activity should be maintained in accordance with the University's retention schedule.
Questions? Contact the Financial Desktop customer support team at myfdhelp@u.washington.edu
- Who can "opt out"?
All requests for opting out must be made by the department administrator.
- Who requested that my department opt out?
Requests should only be made by the department administrators. Contact your administrator with questions.
- What reports can I "opt out" of ?
If the opt out option is selected, the two department copies of the BAR & BSR will not be printed or distributed. This includes these report numbers (report numbers appear in the upper left-hand corner of the BAR & BSR reports):- Grant & Contract Budgets: AM28132-201D and AM28220-202D
- Other Budgets: AM28130-201B and AM28215-202B
In addition, Administrators in Dean's and VP's offices may choose to opt out of receiving the Dean's copies of the BAR & BSR reports. This includes report numbers AM28131-201C and AM28215-202C.
- Will other copies of my BAR/BSR be impacted?
The "opt out" feature only impacts department or Dean's copies of printed BAR and BSR reports listed above. You will continue to receive all other reports (e.g., Consolidated BSR - CBSR - AM28619-220).
- How can I opt out of other financial reports not listed above?
Functionality to suppress printing of other financial reports not listed above is not currently available. If there are other financial reports you would like to stop receiving, let us know what those reports are at https://catalysttools.washington.edu/webq/survey/stwang/44731.
- Can I stop receiving reports for a particular Budget or an entire organization code ?
Yes, you may choose to stop receiving reports for a particular budget, or for all budgets within an organization code. Reports will be suppressed for all budgets within the org code you specify AND for all budgets within the sub-org codes. If you want to opt out of some, but not all, budgets within an organization code, you will need to opt out by budget number
- What if I don't want to "opt out"?
Opting out is voluntary. If no action is taken, all reports for those budgets will continue to be printed and distributed.
- If I no longer receive printed copies of my BAR and BSR, where can I view historical data for my budgets ?
Online versions of current and historical BAR and BSR reports are available via MyFinancial.desktop Transaction Summary and Budget Summary reports. These reports are available for the full financial record retention period. For information about the retention period, please see the University's retention schedule.
- If I "opt out" now, can I change my mind in the future?
Yes. The "opt out" option may be reversed, so that your department would again receive printed BAR/BSR reports.- For grant and gift budgets, contact your budget coordinator in Grant & Contract Accounting
- For all other budgets, please contact MyFinancial.desktop at myfdhelp@u.washington.edu
- How long will it take ?
Requests received will be effective within 1-2 reporting months, depending on the date the date the request is submitted.
- Is there any fine print ?
Note that any reports (e.g., BAR/BSR, printed MyFD reports, or department-generated reports) that are signed and dated to document the reconciliation activity should be maintained in accordance with the University's retention schedule
BAR / BSR Copies and FAQs
- I received my BAR for July, but why didn't I also receive a copy
of my BSR for July?
BSR's are not created for the first month of the Biennium - July of all odd-numbered years (July, 2003 or July, 2005 for example). If you are asking about a July BSR for an even-numbered year, you can see it in FIN until the August close. After the August close, see the next question, below.
Note: Reports for ALL months are available online via MyFD for the full retention period
-
How can I get a paper copy of my BAR or BSR from a prior month(s)?
MyFD users can view, print and extract to Excel online versions of the BAR and BSR reports for budgets to which they have access. Although these BARs and BSRs should be available in your office from the person in your office who reconciles budgets, under exceptional circumstance, missing BAR/BSR reports can be recreated by the Financial Systems programming staff (email is-fas@u.washington.edu).
- Why haven't I received the most recent month's paper BAR
or BSR?
Your BAR or BSR is available online in MyFD (see above). If it is after the 15th of the month, and you still have not received your paper BAR or BSR you can print out a usable copy from MyFD.
- My paper BAR/BSR is being sent to the wrong box number.
How do I correct this?
Requests for Box Number changes should be directed as follows:- For Grant and Contract Budgets - Please contact your GCA Team
- For State and other Budgets - bgtnum@u.washington.edu
- A JV (or CTI, ISD or some other transaction) was
recorded to my BAR in error. How can this be
corrected?
If you have the source document, you may contact the preparer directly for correction. If you do not, you should use the following email contacts, depending on the type of transaction: - Payroll: payroll@u.washington.edu
- Cash Transmittal, Journal Voucher, Cost Transfer Invoice, or Internal Sales Document: jvreq@u.washington.edu
- How can I get more help reading my budget reports?
MyFinancial.desktop |
Financial Accounting System (FAS) | BAR and BSR Reports |
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For help reading online BARS and BSRs on:
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Contacts
Website To request a copy of your paper BAR/BSR
or to correct a misposting on your BAR:
jvreq@u.washington.eduBanking & Accounting Operations Home Page:
www.washington.edu/admin/finserv/bankops/index.htmlbgtnum@u.washington.edu Budget Office Home Page:
www.washington.edu/admin/pb/home/opb-bo.htmFor help reading your BAR / BSR (non grant budgets):
accountg@u.washington.eduFinancial Accounting Home Page:
www.washington.edu/admin/finacct/officeFor help reading your grant budget BAR / BSR or other general questions:
gcaques@u.washington.eduTo find your GCA team by school / college:
www.washington.edu/research/gca/office/staffschools.htmlFor help with MyFinancial Desktop:
myfdhelp@u.washington.eduMyFinancial.desktop Home page:
https://ucs.admin.washington.edu/MyFD/Home.aspxMyFinancial.desktop Training Resources:
http://www.washington.edu/admin/finacct/office/fd/help/?p=report_trainschedTo correct a payroll JV error:
payroll@u.washington.eduPayroll Office Home Page:
www.washington.edu/admin/payroll/For questions about record retention:
urc@u.washington.eduUniversity of Washington's Retention Schedule:
www.washington.edu/admin/recmgt/retention.schedule.title.html
A Department of Financial Management
Modified: June 24, 2008