Fiscal & Audit Services COVID-19 Communications Log
This page will be regularly updated with all COVID-19 communications related to services provided by Fiscal & Audit Services (FAS). If you have additional questions in regards to topics on this page, please contact us at firstname.lastname@example.org.
Last updated on 11/19/20.
Table of contents
- Direct to Bank Departmental Deposits
- Tracking COVID-19 Expenses/Revenue Loss
- Travel & Reimbursements
The content below is organized by date in descending order.
Related COVID-19 links
Please contact FAS with additional questions.
Nov. 18 | "Global Travel Security Update" from Office of Global Affairs
(Updated November 19, 2020)
As you may know, all official travel outside the U.S. by UW employees and students is restricted until further notice. However, exceptional waivers are now possible for faculty, staff and students.
Sept. 21 | "Food Purchase Guidance for Online Meetings and Trainings when Working from Home” from FAS
(Updated September 21, 2020)
Per discussion with UW Internal Audit, food purchases with state funds for online meetings and trainings are generally not allowed when working from home.
Per the UW Food Policy, state funds may be used to purchase meals and light refreshments for meetings or trainings under specific conditions. When employees are working from home, their home is considered their normal work location. As such, these two conditions cannot be met while working from home:
- Obtaining meals away from the meeting location would be disruptive to event continuity, etc.
- The meeting or formal training must be conducted at a location away from the place where the employee normally performs their work
If you have specific questions, please contact email@example.com.
Jun. 5 | "Office Supply Purchases including Paper and Printer Ink Cartridges during COVID-19" from FAS
(Updated September 21, 2020)
We’ve received questions about whether employees who are working from home can be reimbursed for office supplies, including paper and printer ink cartridges.
Per UW Internal Audit, in general, UW funds cannot be used to pay for or reimburse employees for purchases that will be used in employees’ homes.
If you feel you have an extraordinary circumstance, please contact your unit Administrator/fiscal lead to discuss your specific situation. For general guidance, Fiscal and Audit services can be reached at firstname.lastname@example.org.
May 13 | "UW Bothell Template for COVID Response Expenditure Request" from FAS
(Updated May 14, 2020)
[Download] UW Bothell Template for COVID Response Expenditure Request
This form should be utilized to request consideration for a central expenditure that you believe is extraordinary in nature, directly related to the UW’s COVID response and broadly institutional in scope. This is to facilitate UW Bothell’s COVID expense submission to UW Seattle Office of Planning and Budgeting (OPB). Please complete this template and return to Fiscal and Audit Services at email@example.com.
May 11 | "Instruction – Tracking Transactions related to COVID-19" from FAS
(Updated May 11, 2020)
Coding of expenses already incurred for COVID tracking will be done through MyFD (9 steps):
Step 1: MyFD login
Step 2: From the “TRANSACTIONS” menu, select “Transaction Summary.” Once selected, enter the budget number you would like to review as well as the month. See screenshot below for where to find Transaction Summary:
Step 3: On the left-hand side of the screen, there are “+” and “-” buttons for each of the account codes. Use these to open up each account code section and select the transactions you would like to recode by checking the box next to each one. See screenshot example below:
Step 4: Once item(s) are selected, click the “Begin Transfer of Checked Items” blue button at the top right side of screen.
Step 5: Using the check boxes on the left-hand side of the screen, select all of the items you would like to recode, then click the blue button in the center/left “Copy Checked Items to Transfer Form”. See example below:
Step 6: For each transaction, enter the same budget number they were assigned to, and then enter the “Task, option, project” codes.
- Task – your 3-digit org code
- Option – use as you would like (for local use)
- Project – OPBCOV
Step 7: For the requested reason for the transfer – Please provide a detailed description of what the COVID use of the item/services were for.
Step 8: Please enter your email address for contact information.
Step 9: Click the “Submit now” blue button at the bottom left; see where to find the button below:
Apr. 17 | "FAQs for Tracking COVID-19 Expenses & Revenue Loss"
All responses are from UW’s Office of Planning & Budgeting (OPB) unless noted otherwise
(Updated May 11, 2020)
How to add PCA codes to expenses already incurred for COVID tracking?
Please refer to the Instruction for Tracking Transactions related to COVID-19 by UWB Fiscal and Audit Services.
Are we to add PCA codes to all COVID-related costs, regardless of the potential for cost recovery? Or do we add PCA codes only to those expenses that have potential cost recovery?
PCA codes should be added to all COVID-related costs, regardless of potential for cost recovery. We will pursue all possible avenues for cost recovery, including those that may not currently exist, and it will be important for us to identify true impacts rather than just impacts that are potentially reimbursable under programs that exist today.
That said, this is not intended to be an exhaustive effort to identify all possible indirect costs associated with the COVID response. Rather, we’re encouraging a reasonable effort (locally defining “reasonable”). For some units, it’s reasonable to track fairly granularly due to size, processes or direct relation to the COVID response, and others, particularly UWB/T, it’s not reasonable to go to this level of granularity. The primary purpose of this exercise is to fulfill state and federal reporting requirements as well as identify costs that may qualify for external reimbursement from programs that currently exist or may exist as a result of future legislation.
Do we add PCA codes going-forward, or do we need to go back and add codes to past expenditures?
Where administratively possible and reasonable, all expenditures as a result of the COVID incident. Generally, go back no further than early January (we’ve had some units incur cancellation fees for study abroad programs that were canceled due to COVID’s impact overseas).
For revenue loss, is this for internal or external revenue? For example, would a decrease in internal self-sustaining printing revenues count, or is it only for external losses such as parking revenue and café sales?
Internal and external — the category dropdowns allow for internal vs external designations on the most common revenue types that could be both internal and external.
OPB Guidelines (linked below) indicate three categories for COVID-related items:
Category 1 describes “costs which the UW incurs centrally, is broadly of institutional priority/applicability and is likely to fit the criteria for potential cost recovery.” For example, cleaning of a UW facility that is directly impacted by the coronavirus.
Category 2 describes “costs which the UW chooses to incur with the prior knowledge that they may not be reimbursable from any external sources and are to be invested in centrally.” For example, cleaning of a UW facility that is otherwise not impacted by the coronavirus.
Category 3 describes “costs which may be directly or indirectly related to the UW’s COVID response, but are incurred within the scope of normal business operations and are not approved to be funded centrally OR costs which local units/campuses choose to incur against their existing funding sources and that may be directly or indirectly related to the UW’s COVID response but are not institutional in scope and/or are not approved to be funded centrally.” For example, administrative staff time, which may be material, but falls within the scope of an employee’s normal position function.
At our campus, we are finding that the definition of “administrative time” varies a great deal, and questions about what staff time to track have come up.
For example, within employee’s normal position function, but related to COVID (Category 3):
Staff create a new fiscal policy related to COVID (e.g. how to deposit checks when cashier office is closed)
Staff call into a bi-weekly Zoom meeting related to COVID
Staff host a weekly Zoom meeting that is open to the entire campus as a way to stay connected with colleagues during COVID
Work related to carrying out these OPB Guidelines
OPB Guidelines appear to ask that all activities be tracked, including Category 3 and preferably following documentation standards described in section VII. Is the intent to capture Category 3, normal position activities, such as the examples mentioned above?
[The definition of “administrative time”] is purposefully vague to allow for local unit judgement and definition of administrative time – we’re really trying to focus on the material impacts.
Please focus on the category 1 and 2 items. If administratively reasonable (emphasizing local judgement to define reasonable) to tag category 3 items where the impact is material, sustained and dramatically impacts the ability of folks falling in category 3 from carrying out their normal scope of work beyond COVID specific activities, those would be important to capture. For example, if it is now a material part of someone’s job, who previously had a finance type role, to review all transactions to ensure adherence to the OPB guidelines, that would be important to tag. If it is incidental work, which is the level of work we’d expect units to engage in to adhere to OPB guidelines, that’s not what we intend to capture. We really want to focus on the large impacts rather than spend an unreasonable amount of time in the weeds.
Apr. 2 | "UW Bothell Application of UW Academy COVID Expense & Revenue Loss Tracking Guidelines"
(Updated April 2, 2020)
The UW Office of Planning and Budgeting (OPB) has issued UW Academy COVID Expense and Revenue Loss Tracking Guidelines (OPB Guidelines).
Extraordinary costs incurred outside of normal business operations and unavoidable due to the UW’s response to COVID should be documented to take advantage of any future cost recovery opportunities. (Note that cost recovery is not guaranteed.)
This is a high-level summary of the OPB Guidelines. See OPB Guidelines for all details.
Tracking COVID Expenditures:
Costs are separated into three categories. Category 1 Expenditures may be charged to a central UW budget only if pre-approved by an “Executive Approver” at UW Seattle and OPB. (See the OPB Guidelines for descriptions of Categories 2 and 3.) Category 1 Expenditures are defined as:
- Extraordinary in nature (very unusual or remarkable; not arising from normal activities)
- Directly tied to the COVID-19 response
- Broadly of institutional priority/applicability
- Likely to fit criteria for potential cost recovery
Per OPB, “when administratively possible and reasonable,” add the following special PCA code string to COVID related costs, and in general, to not go back earlier than January 2020.
- Task: Your three (3) digit org
- Option: Leave blank
- Project: OPBCOV
All costs must have proper supporting documentation to facilitate possible cost recovery. Detailed documentation requirements for labor, supplies and materials, contractual services, and equipment are listed at VII. of the OPB Guidelines.
The mechanism for approval is the UW COVID Response – Central Expenditure Request Form. This online form must be coordinated with Fiscal and Audit Services (FAS) before submission. Use the shared email firstname.lastname@example.org for correspondence related to this effort.
Tracking Revenue Loss:
OPB has provided instructions and a template for tracking revenue losses, COVID-19 Related Revenue Loss Estimation Workbook [download]. The template must be coordinated with FAS before submission. Use the shared email email@example.com for correspondence related to this effort.
Fiscal and Audit Services: OPB requires a campus coordinator to lead tracking efforts and submissions. FAS will fill this role in coordination with Institutional Planning and Budgeting. Use the shared email firstname.lastname@example.org for correspondence related to this effort.
Apr. 1 | "UW Bothell guidance for equipment purchases during COVID-19, updated to address Mobile Device Technologies & Internet"
Purchase decisions are to be made by each unit based on its own budget considerations and UW business needs. Updated: September 21, 2020.
Mobile Device Technologies
APS 55.1 – Mobile Device Use and Allowance Policy governs the use of, and payment for, mobile device technologies (such as smartphones and tablets)
UW Procurement Services – Mobile Device Guidelines criteria for the purchase of a mobile device or service allowance include:
- Employee expected to be on call 24 x 7
- Employees whose jobs require constant availability and regularly work in areas where there is no desk or office phones
- Senior managers whose job responsibilities require them to be available and responsive to executive leadership
Per UW Internal Audit, in general, UW does not provide this for home use.
If as a last resort the unit decides it is in the best interest of the UW to provide internet service (e.g. via hot spot) see policies and considerations noted below.
Things to Remember
- Purchases must comply with UW policies and State laws
- IT equipment purchases such as computers (laptops, tablets, desktops) and software, must be coordinated through UWB IT at email@example.com
- Purchases made with State funds become the property of the State of WA
- Consider reputational risk
Internal Audit Expectations
- No personal use; equipment in the home may only be used for UW business purposes
- Documentation showing purchase authorization by an authorized individual, invoices, and evidence that equipment was received
- Inventory and tracking processes to account for and document equipment checked in/out; see Equipment Inventory Office instructions under Policies section below
- Equipment is returned once classes resume and employees return to campus
Document the unit’s policy for such purchases during COVID-19, including effective dates, and retain for audit purposes. Remember that the policy must be equitable to all employees within the same unit.
- How to store and track equipment upon return
- Will there be a use for returned equipment?
- Consider any potential equity issues
- Increased employee responsibilities to adhere to state policies regarding data security, privacy, records retention and management, and other requirements
- Other criteria specific to the unit’s operations
UW Bothell Policies
UW Equipment Inventory Office - Equipment for Temporary Home Use 3/25/2020
- Equipment valued at below $5000: Laptop computers, printers, keyboards, and monitors are considered non-inventoried assets and must be tracked (e.g. via Access database or an Excel spreadsheet). Include information about to whom the equipment was assigned, manufacturer, model, serial number, and date of assignment.
- Equipment valued at greater than $5000: The UW Oasis system should be updated with the name of the person to whom the equipment was assigned as a note in “Other Location.”
- Purchases should be pre-approved with documentation noting it is in response to COVID-19 for remote work. Equipment must be returned to the department when work resumes on campus.
University of Washington
State of Washington
For Further Assistance
- Contact your unit Administrator/fiscal lead
- For general guidance, email Fiscal and Audit Services at firstname.lastname@example.org
Apr. 1 | "Departmental deposits to Bank of America"
During COVID-19, the cashier’s office will operate in virtual space. Departments can deposit checks they received directly at Bank of America (BoA):
- Please contact the Cashier’s Office at email@example.com to obtain the form “Department Log — Direct Deposit Tracking” and detailed guidance on departmental direct depositing to BoA
- If the payment received are for invoice(s) created by FAS, please CC firstname.lastname@example.org
- Note: The department uses the “Department Log — Direct Deposit Tracking” as a tool to record and track the usage of the deposit slips they received from the Cashier's Office. More information is provided upon contacting them.
- Follow the Instructions-Direct deposit to bank below
Instructions for departmental direct deposit with BoA
To make a direct deposit to Bank of America:
- Use assigned Bank of America deposit slips (from Cashier’s Office) in sequential order.
- Record deposit information on “Department Log — Direct Deposit Tracking”
- Fill out the Bank of America deposit slip (read how to fill out the deposit slip)
- Take or mail check(s) to Bank of America along with white portion of the deposit slip
- At the bank receive the deposit receipt (no receipt will be issued if deposit is mailed)
- Complete a UW Bothell “Departmental Direct Deposit Form”
- Scan and send the following documents to the cashier’s office at email@example.com
- The yellow portion of the Bank of America deposit slip
- UW Bothell Departmental Direct Deposit Form
- For In-person deposits: include bank receipt received for deposit
- For Mailed deposits: note on direct deposit form it was mailed and the date mailed
How to fill out the Bank of America deposit slip:
- Date: Enter deposit date
- Checks: List checks separately on each line.
- Total: Add up all items deposited and enter the total amount of the deposit.
- Record total amount of deposit in the boxes along the bottom side edge of the slip too.
- Total Items: Enter the total number of checks.
- Deposit ticket distribution:
- White copy - goes with deposit to bank.
- Yellow Copy – keep for department and Cashier’s Office use
- Endorse all checks on the back-left side with this endorsement information:
- For Deposit Only
Bank of America
University of Washington Bothell
The cashiers will submit a cash transmittal and email a copy to the department for your records.
Mail a deposit
Deposits may be mailed to these addresses instead of being hand delivered:
- Standard mail
Bank of America
Attn: Atlanta Bank by Mail
PO Box 105576
Atlanta, GA 30348-5576
- Overnight mail
Bank of America Attn: Atlanta Bank by Mail
6000 Feldwood Road
Mail Code: GA4-004-01-52
College Par, GA 30349-3652
Mar. 30 | "Procard JPMC reconciliation & report signing"
Pro Card Holders:
- Set all budgets, object codes, and enter all transaction business purpose notes well within the deadline
- Take clear photos or scan receipts along with supporting documentation (pre-approvals, food forms, receipts, etc) to first reviewer
- Keep all original documentation to turn in at a later date when back on campus (to First Reviewer)
- Review and approve Monthly Transaction Report via email
Pro Card First Reviewers:
- Receive supporting documents and respond to Procard Holders with any questions necessary to properly review transactions
- Send Monthly Transaction Report via email (attachment and snapshot within email body) No need to send back up documents, just the report. Request Pro Card Holder to review and approve via email.
- Once the cardholder's email approval is received, scan and send the Monthly Transaction Report along with the supporting documentation to the manager/budget authorizer for the second review and email approval (include email approval from Pro Card Holder).
- Save all Reports and email approvals to print out and save with original documents at a later date when back in office.
- Receive Monthly Transaction Report, back up documentation, and card holder approval
- Review documents and provide email approval to First Reviewer.
Electronic records retention policy
If you have an electronic records retention policy in place in your unit, this process may not meet those requirements as not all faculty and staff have the ability to scan documents at the correct dpi.
If you have any questions, please email us at firstname.lastname@example.org
Mar. 27 | "[Procurement Services eNews] Procurement Services Campus News Flash"
Important News About Home Deliveries
Procurement Services has received numerous questions regarding residential deliveries of supplies for staff working remotely at home. Under normal circumstances, we do not advise home delivery for several reasons, including tax implications, appropriate use of UW owned materials, tracking and tagging equipment returned goods issues, etc. However, we have modified our guidance for ProCard purchases to allow home delivery provided the appropriate person in the ordering department authorizes it. Departments should work with their administrative staff and human resources representatives regarding telework policies, responsibility for telework equipment and supplies, and tracking UW owned equipment and the plan for its return to the department (more information is available on the university's (policy and process web page).
UW Procurement Services
Mar. 27 | "Country Inn & Suites Closure at Bothell"
Country Inn & Suites by Radisson at below location, Seattle-Bothell, WA will be closed at least till May 1st, 2020. If your department has any guests arriving during this time please let us know so we can plan to accommodate the hotel reservations.
Country Inn & Suites by Radisson, Seattle-Bothell, WA
19333 North Creek Parkway Bothell, WA 98011 USA
FAS Shared Services
UW Bothell Fiscal and Audit Services
Mar. 20 | "All Official UW Travel Outside of the United States is Restricted until Further Notice" from Office of the Provost
Dear UW Students, Faculty and Staff:
I am writing to communicate new restrictions on official UW student and employee travel due to the COVID-19 outbreak. On March 19, 2020, the U.S. Department of State issued a global “Level 4: Do Not Travel” health advisory. The Department of State advises U.S. citizens to avoid all international travel due to the global impact of COVID-19. In countries where commercial departure options remain available, U.S. citizens who live in the United States should arrange for immediate return.
As a result of this new advisory:
- All official travel outside the United States by University of Washington employees and students is restricted until further notice, effective immediately.
- No exceptions to this restriction will be made as the UW travel waiver process has also been suspended.
- No UW funds can be used to support any travel outside the United States until further notice.
- Because of insurance exclusions triggered by a Department of State Level 4 travel advisory, UW-sponsored travel insurance and emergency assistance will not be available for any new travel.
- The UW Office of Global Affairs website provides more details and resources for travelers currently outside the United States.
These restrictions do not apply to personal travel. However, we strongly encourage you to review applicable travel warnings and in-country restrictions for your destination. We are uncertain on how long these travel restrictions will last so it is important to be well-informed before you travel.
We are deeply concerned about members of the Husky community who are currently stuck outside the U.S. due to travel restrictions imposed by various nations. Be sure to connect with the embassy of your nationality in case you need emergency assistance. If you haven’t done so already, sign up for the Department of State’s Smart Traveler Enrollment Program (STEP) to receive updates directly from the Embassy (you can sign up for STEP even if you are not a U.S. citizen).
If you are currently abroad, you may face a situation where you have to remain where you are for a period of time. This is referred to as “sheltering in place.” If you must shelter in place, acquire safe food and water supplies to last you several days (ideally two weeks) in case of acute shortages. The UW Global Travel Security team is in communication with UW travelers outside the U.S. to offer support and resources.
For all Huskies here and abroad, remember:
- Clean your hands often.
- Avoid touching your eyes, nose and mouth with unwashed hands.
- Avoid close contact with people who are sick.
- Put distance between yourself and other people — at least six feet — and do not gather in groups.
- Sneeze or cough into a tissue or the inside of your elbow.
- Disinfect frequently used items and surfaces as much as possible.
The Husky community is a global community, and we are deeply saddened by the circumstances that make this travel restriction necessary. The University of Washington is a global University — now and always — and we look forward to a bright future in which our students, faculty and staff are again traveling the world in pursuit of discovery and in service to humanity.
Provost and Executive Vice President for Academic Affairs
Professor, Earth and Space Sciences
UW Office of the Provost
Mar. 9 | "COVID-19 Travel Reimbursement Guidelines Update" from the UW Travel office
Hi Travel Experts!
We would like to communicate that our initial reimbursement guidelines are not based on a new initiative or change in policy, but as guidance to our current policy and how it can be applied to trip cancellations/changes due to CONVID19(coronavirus). This guidance pertains to all travel, domestic and foreign. The policy guidance will be provided again below under Change/Cancellation of Travel Plans Policy. Note that this policy is for all FUNDING TYPES – unless otherwise specified. For a summary of the application of UW Travel policies for Sponsored Award travel please see the Post Award Fiscal Compliance webpage.
Travelers must attempt to receive any refunds they can and return funds back to department. Any credits/vouchers must also be surrendered to the department or be used for future business. **Note that if a replacement fare cannot be used for future UW business or surrendered to the department, this does not allow it to be used for personal reasons. This would be a very high audit risk as it would link University funding to a personal vacation.
Study Abroad Students
Please note that travel expenses (e.g. visas, flights) incurred by students studying abroad, in general, are not reimbursable. For questions about restrictions on UW student travel outside the U.S., please consult the UW Seattle Study Abroad COVID-19 pages. Please direct any questions to email@example.com or call 206-221-4404
Change/Cancellation of Travel Plans Policy
Due to the global and domestic impact, there has been a surge in changes to travel plans. Normally fully refundable/changeable fares are avoided due to high costs, but departments may want to consider these if there is a high chance of cancellation/change. Keep in mind that we have fully refundable airfare options through the Alaska state contract.
Another thing to consider is the use of a contracted UW travel agency, these companies are well equipped to handle these type of situations. More information can be found on our how to book & pay for travel page.
Change/cancellation of travel plans is reimbursable when due to:
- UW business
- Cancelled conference/meeting
- Airline cancelled flight (replacement fare must be used for future UW business trip or surrendered to the department)
- Unexpected death of a family member
- Traveler's own unexpected illness which kept them from taking the business trip or continuing the trip as planned and is not due to the traveler's own misconduct/negligence.
- The department has made the determination that if the travel were to take place, the health and safety of the traveler would be at risk (refer to department section in policy accountability).
Note: federal awards restrict airfare purchases to refundable tickets and thus, unused non-refundable airfare may not be charged to a federal award in any circumstances. See the PAFC webpage for more information or visit UW Seattle's Change/Cancellation of Travel Plans webpage. If you have any questions, please don’t hesitate to ask Travel Services by email firstname.lastname@example.org or phone 206.543.5858
Stay healthy and safe!
UW Travel office