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End of Biennium Guidelines

As we near the end of biennium, it is important to remember the requirements for processing payments to vendors. Please review any outstanding orders on your budgets and work with vendors to ensure invoices are submitted in a timely manner to assure charging to the correct biennium. Also, please take this opportunity to review your budgets for purchase orders which have been fully billed, but do not close with the final payment. If you have any questions regarding any of these issues, please contact Joe Sabo at 692-4824 or jpsabo@u.washington.edu.

Credit Memorandums

• Credit memorandums received in Accounts Payable on or prior to June 30th, 2009 will be credited to the biennium cited in the requisition.
• Credit memorandums received in Accounts Payable after June 30th, 2009 will be credited to the new biennium funds.

Invoices

• RIP Invoices (under $10,000): Invoices for materials received in the current biennium will be identified as old biennium and will be charged to FY 2007-2009 funds regardless of the biennium cited in the order. Invoices dated July 1st, 2009 will be charged to the biennium indicated in the purchase order if the goods or services received were during the appropriate fiscal period. Invoices dated July 2nd, 2009 and later will be charged to new biennium funds.
• Non-RIP Invoices (over $10,000): State the actual date of receipt or performance on the receiving report (not the date the receiving report is signed) and return to Accounts Payable, Seattle, Box 351130 on or before the cutoff date if expiring biennium funds are to be charged. Invoices will be charged to the biennium stated on the receiving report.
• Invoices for rentals, maintenance services, and deposits to be effective on or after July 1st, 2009: Since performance will be in the new biennium, payments will be charged to new biennium funds, but the check will be made available prior to July 1st if required.

Petty Cash

• Expenses incurred prior to May 31st, 2009 must be submitted no later than 5:00 PM on June 5th, 2009.
• Expenses incurred between June 1st and June 26th, 2009 must be submitted no later than noon on June 26th, 2009.
• Submit petty cash requests to Mia Limbrick, Cashier, Box 358433.

We will attempt to assure that all expenses are charged to the correct biennium. Incorrect or incomplete submissions may result in a delay in processing, which may result in charges being processed against the FY 2010 budget.

The earlier the request can be submitted, the more likely that we can get them processed in the correct fiscal year.

Purchasing Policies

• Goods and services must be RECEIVED on or before June 30th, 2009 to be charged to the old biennium.
• Goods and services received July 1st, 2009 and after will be charged to the new biennium.
• Invoices for the old biennium must be received in Accounts Payable by July 15th, 2009.
• Submittal of documents well in advance of the cutoff dates will help ensure timely processing.

Travel Expense Vouchers (TEV)

• Expenses for travel ended on or before June 30th, 2009 will be charged to the expiring biennium (FY 2007-2009) regardless of the biennium funds cited in the purchase requisition.
• Expenses for travel started prior to June 30th, 2009 and ended in July 2009 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 17th, 2009.
• Expenses for travel started on or after July 1st, 2009 will be charged to the new biennium (FY 2009-2011) regardless of the biennium funds cited in the purchase requisition.
• Expense vouchers cleared for payment after July 17th, 2009 will charged to the new biennium regardess 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.
• Air fares for travel to be performed on or after July 1st, 2009: Air fares paid in advance of performance of travel will be charged to the old biennium funds if paid on or before June 30th, 2009 and to the new biennium funds if paid on or after July 1st, 2009.
• Submit travel expense vouchers no later than July 7th, 2009 to Michele Brittany, Finance, Box 358431 for processing on the old biennium funds.

Governor's Freeze

Guidelines and forms for exemption from hiring freeze, equipment, travel and consulting contracts:

• Equipment Purchase Pre-authorization Request Policy
• Equipment Purchase Pre-Authorization Request Form
• Travel Pre-Approval Policy, Updated 03-2009
• Travel Pre-Approval Form, Updated 03-2009
• Latest Freeze Guidelines: FAQ - Answers to 'Frequently Asked Questions' Regarding ESSB 5460: Travel, Training, Equipment, and Personal Services Contracts

Financial Management

You can now monitor your budgets easier than ever! Use MyFinancial.Desktop to view your BSRs, BARs, and transaction details, and create queries for your own reporting purposes.

An Overview of Financial Management was a PowerPoint presentation made recently to the Chancellor's Leadership Council, for your perusal.

Payroll

Check advice slips are no longer being automatically distributed! See Payroll for more information.

Unit Operating Budgets

The Budget Management section provides information on the activities related to the campus discussions on the management of unit operating budgets.

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