2007 Biennium Close Information

Included on this page:

• Process Overview
• Biennium Close Information Sessions
• Chart of Document Types and Cutoff Dates
• Determination of biennium to be charged--Vendor Invoice
• Determination of biennium to be charged--Travel Expenses
• Encumbrances on Existing Purchase Orders
• Procurement Card Purchases
• University Stores and eProcurement Deadlines
• BAR & BSR Delivery
• Availability of PAS, FIN and Budget Drivers
• Additional Information
• Contacts

Process Overview

To comply with State accounting procedures in closing out the 2005-2007 Biennium, the University's books of account will be held open for a limited time during the month of July, 2007 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 to ensure recording as 2005-2007 business. The last day that Accounts Payable will submit input for any type of accounting transactions against expiring biennium funds, except for final adjusting Journal Vouchers submitted by Deans and Vice Presidents, will be July 23. After July 23, all transactions routinely processed by Accounts Payable will be recorded against new biennium funds.

Biennium Close Information Sessions

UW fiscal staff new to the Biennium Close procedure are invited to attend one of the following information sessions held in the Purchasing / Accounting Building:

• Tuesday, April 10                                           1:30 – 3:30 pm

• Wednesday, April 26                                     1:30 – 3:30 pm

• Tuesday, May 8                                              1:30 – 3:30 pm

• Friday, May 18                                              10:00 – 12:00 pm

Questions asked at these sessions and their answers will be shared with all members of the AP ListServ and the Information Session attendees by e-mail. 

To register for the Biennium Close Information Sessions, please go to our registration site. 

If you would you like to join the Accounts Payable ListServ, please register here.  You will receive email updates regarding news, tips and procedural changes in Accounts Payable.

Chart of Document Types and Cutoff Dates

The chart below lists the purchasing and accounting documents related to fiscal close transactions. The cutoff dates represent the last day that departments can submit documents to the central administrative offices to process for posting to the 2005-2007 biennium. Submittal of documents well in advance of the cutoff dates will ensure timely processing.

Additional Biennium Information

Check Printing During Biennium Crossover:

Checks for new biennium transactions will not print on July 6^th  through July 8^th.  As a result checks will not be available on July 9^th for new biennium transactions. Checks for the 2005-2007 Biennium will print as scheduled.

If you must have a new biennium check on July 9^th please make prior arrangements with Accounts Payable Customer Service at aphelp@u.washington.edu or call (206) 543-4500.

Determination of biennium to be charged--Vendor Invoices

The following procedures will be followed by Accounts Payable for invoices processed during the period May through July:

1. RIP invoices (under $10,000): Invoices dated June 30 and prior, and received in Accounts Payable by July 17, 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, 2007 and received in Accounts Payable by July 17 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.
Send invoices directly to Accounts Payable (AP) Box 351130. Do not send invoices to the Purchasing Department.


2. Non-RIP invoices (over $10,000): 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 17 if expiring biennium funds are to be charged.
   
   
3. 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.
   
   
4. 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 Expenses

1. Advances: For travel beginning in the expiring biennium (on or before June 30), the advance is charged to the expiring biennium regardless of biennium funds cited in the purchase requisition. For travel beginning in the new biennium (on or after July 1), the advance is charged to the 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. The biennium indicator cited in the purchase requisition will be changed by Travel to match the biennium in which the advance will be charged.
   
   
2. Travel Expense Vouchers: Expenses for travel ended on or before June 30 will be charged to the 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 17. 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 17 will be charged to new biennium regardless of dates of travel. The biennium indicator cited in the purchase requisition will be changed by Travel to match the biennium in which the expenses will be charged.
   
   
3. 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, 2007 and to new biennium funds if paid on or after July 1, 2007.

    

Grant & Contract Budgets

Unlike other University budgets, grants and contracts continue until the expiration date of the sponsored project. However, cash deposits and journal vouchers must be recorded in the proper accounting month. Biennium Close cutoff dates for cash transmittals and journal vouchers should be observed in order to insure accurate reporting on June 2007 BARs and BSRs. Requests to Transfer Expenditures (RTE) for grant budgets should be submitted to GCA for processing well in advance of the July 17 journal voucher cut off date, due to June volumes.

Encumbrances on Existing Purchase Orders 

All existing purchase orders with un-liquidated encumbrances at the end of the biennium will be carried forward into the new biennium provided the budget number is still in active status.

Encumbrance liquidation requests to saf@u.washington.edu received by the end of business day (5:00 pm) on June 28, 2007 will be processed to reflect in the old biennium. Liquidation requests received after that time will be processed in the new biennium.

Procurement Card Purchases at Biennium Close

All purchases to be charged to the 2005- 07 Biennium Close must have a JPMC PaymentNet post date on, or before July 2, 2007. ProCurement card purchases should be made well in advance of the closing date in order to guarantee entry into the 2005 - 07 biennium period.  Procurement card charges posted through July 2nd will be reported as old biennium charges and included on the June Final BAR.  As with PAS transactions, goods and services must be received on or before June 30th to be charged to the old biennium. For additional information, please visit the Procurement Card website.

University Stores & eProcurement Deadlines

University Stores Orders
Call University Stores (543-1980, Monday through Friday 7:00 am - 4:30 pm) with any questions.

Stock Orders - June 29
Stores must receive stock orders by 4:00 PM Friday, June 29, 2007 for billing in the current biennium.

Stock items that are backordered will be billed when materials becomes available.

eProcurement Orders:

eProcurement orders will be billed in the biennium the materials were received.

Campus departments will need to allow a longer lead time for merchandise that has historically not been readily available.

eProcurement Vendors

Recommended Order Cut-Off Date

Fisher Grainger Office Depot VWR	06/22/2007
Bank & Office Interiors Daigger Dell Excell Gloves Promega Quiagen Sigma-Aldrich	06/15/2007

BAR & BSR Delivery:

Printed BAR and BSR copies for budgets will be delivered on or about the dates listed below. However, this financial information is available in OFIS on a daily basis. Departments requiring interim reporting can utilize the MyFinancial Desktop downloading process to extract budget data to local spreadsheets for analysis. You can also utilize the FAST Downloading process to extract budget data to local spreadsheets for analysis. For more information see the website: Fast Download.  For more information see the Financial Desktop Website.

Additional infomation regarding BAR/BSR print and deliver dates is available on the FAS Schedule Summary page .

June Preliminary: On or about July 31, 2007, departments will receive a BAR and BSR for the month ended June 30. These reports will be labeled "Preliminary".

June Final: On or about August 13, 2007, departments will receive the final BAR and BSR for the 2005 - 2007 biennium. These reports will include the transactions processed in both June and July for the expiring biennium and will be labeled "June Final". The "Preliminary" reports may be discarded upon receipt of the "June Final" reports.

July: On or about a target date of August 13, 2007, departments will receive a BAR for July. No BSR will be produced for July. However, departments are encouraged to use the on-line OFIS screens to monitor their budgets.

New Biennium Posting to BAR/BSR: During the month of July all transitions processed for new biennium will be available for review in PAS.  New biennium transactions will be posted to FAS on 07/10/2007, 07/17/2007 and 07/20/2007.

As of July 24, 2007 all transactions will be posted to FAS.

Availability Of PAS, FIN And BUDGET Drivers

Due to pre-Biennium Close database maintenance, and Biennium Close processing, the Administrative Systems Drivers will not be available on the dates below.

• PAS, FAS and BUDGET drivers will NOT be available on July 7th and 8th, 2007
• ESS, OPUS and HEPPS will NOT be available on July 4th and 5th, 2007.

Check the C&C Administrative Systems Driver Availability website for system availability.

Contacts

Additional procedural questions about specific Biennium Close issues can be sent to the following departmental email addresses:

Department	Email
Accounts Payable	aphelp@u.washington.edu
Purchasing	purweb@u.washington.edu
Stores	ustores@u.washington.edu
Procurement Card	procard@u.washington.edu
Travel	traveluw@u.washington.edu
Payroll	payroll@u.washington.edu
GCA	gcaques@u.washington.edu
Student Fiscal Services/Cashier's Office	sfshelp@u.washington.edu
C&C Administration Applications	is-cst@cac.washington.edu
My Financial Desktop Customer Service	myfdhelp@u.washington.edu
Budget Office	budget@u.washington.edu Additional Information from the Budget Office
Financial Accounting	accountg@u.washington.edu

 

 

 

 

 

Financial Services
A Department of Financial Management
Modified: July 6, 2007