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Fiscal Year End Considerations in HRS

Overview

Below are important employee funding considerations when transitioning from one fiscal year to the next. For more information on Fiscal Year End (FYE), please visit the Fiscal Year End Landing page

Process Considerations:

  • Special circumstances for expiring funding, C-Basis funding, and funding rollover are outlined below.  For more information on Fiscal Year End, please visit the Fiscal Year End Landing page.
You may click on the links below to navigate directly to a section:

Funding that is expiring

Avoid encumbrance issues by ensuring that funding is not entered using projects that expire in the outgoing fiscal year.

9-Month Appointments

Even though 9-month appointments do not earn wages over the summer, appointment level funding tied to the new fiscal year must be in place effective July 1 to fund prepaid fringe benefits expenses over the summer.

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Funding Rollover

Funding for the new fiscal year is populated in the following order:

  1. Manual Entry can be done before the CAT to CA (Compensation Administration Tool to HRS Commitment Accounting) and Rollover processes are completed, if necessary.  The CAT to CA and Rollover processes described below will not overwrite existing funding for the new fiscal year.
  2. CAT to CA load  
    An employee's appointment level funding will load from CAT to the HRS Budget Funding Data Entry page only if appointment level funding tied to the new fiscal year does not already exist for the employee.  Results from the CAT to CA load will be sent to campuses for review to assist in ensuring funding is properly in place for the new fiscal year.
  3. Rollover from outgoing fiscal year to new fiscal year
    An employee’s appointment-level funding is copied from the outgoing fiscal year to the new fiscal year only if:
    • Appointment-level funding tied to the new fiscal year does not already exist, which could have been manually entered or loaded from CAT; and
    • Appointment-level funding on the outgoing fiscal year is valid in SFS at the start of the new fiscal year.
    Department-level funding is copied from the outgoing fiscal year to the new fiscal year only if:
    • department-level funding tied to the new fiscal year does not already exist; and
    • department-level funding on the outgoing fiscal year is valid in SFS at the start of the new fiscal year.
    Results from the test rollover and final rollover processes will be sent to campuses to assist in ensuring funding is properly in place for the new fiscal year. Refer to the published timeline on the Fiscal Year End landing page for the dates these processes will occur, along with tip sheets for reviewing the data. Note: The tip sheets will be published when the results are distributed to campuses.
    It is important Controllers ensure all funding edits are in place during the rollover process. It is also important that Grant Accountants have Budget Control Dates correctly set to prevent projects from rolling over that will not be valid on July 2.
  4. Manual Entry, if necessary
    Note that anyone hired before July 1 who is missing appointment level funding before the rollover in early June will need appointment level funding entered for both the outgoing and the new fiscal year.

Determining which process populated an employee's funding for the new fiscal year

Operator IDs
   Values Displayed on Budget Funding Data Entry Page
 Funding Population Method
  Last Changed By
  Date Entered
 Manual Entry  a specific HRS user's Empl ID and Name  Outside the lockout period in early June (see published timeline)
 CAT to CA Load  UW_BAT_FI  During the lockout period in early June (see published timeline)
 Funding Rollover  UW_BAT_FI_FYE2  During the lockout period in early June (see published timeline)
 Ad Hoc Mass Funding Update  UW_BAT_FI_FYE1

 Anytime during the year (not fiscal year end related)

 Completed by UWSS upon request from institution
 Technical update  U:SYSADM

 Anytime during the year (rare)

 Completed by UWSS to resolve a technical issue

Effective Date for Department and Position Level Funding

Starting with Fiscal Year End 2024, Department and Position level funding is rolled-over to the next fiscal year with an Effective Date that matches the earliest pay period begin date system-wide for the new fiscal year.  This date will change every year.  For FY2025, the Effective Date will be 06/30/2024.  If you are manually adding Department or Position level funding for FY2025, the Effective Date must be 06/30/2024 or later.

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Keywords:
Fiscal Year End, FYE, funding FN, Finance 
Doc ID:
73717
Owned by:
Jessica R. in UW–Shared Services
Created:
2017-06-01
Updated:
2024-05-14
Sites:
UW–Shared Services