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April 2026 Newsletter Content Overview
- General
- Greetings from Mary Ann
- New AST team members
- Accounting and Grants
- New Reports for Grant Management
- Payments and Procurement
- Digital Product—new accessibility review requirement
- HR/Payroll
- Summer 2026 Roster Report
- Summer 2026 Roster Report—Chair/Director Edition
- Time Entry Summary by Date Range—R0521
- Candidate Bank Positions
GENERAL
Greetings from Mary Ann
Dear Colleagues,
I am pleased to introduce myself as the new Director of Administration and Change Management for the College of Arts and Sciences. I am excited to join you in this role to support the important work happening across our community.
Over the past 15 years at the University of Washington, I have had the opportunity to work alongside dedicated teams in a variety of capacities, gaining a deep appreciation for the complexity, impact, and mission-driven nature of our work. While I bring this institutional experience with me, I am equally looking forward to getting to know the College of Arts and Sciences more closely—its people, its processes, and the unique strengths that define it.
I recognize that this is a time of significant transition as our operations continue to evolve into a shared services and cohort-based environment, and I want to acknowledge the perseverance, adaptability, and collaboration you have demonstrated throughout this shifting landscape. The value you bring through your expertise, problem-solving, and commitment cannot be overstated, and as we continue to refine and strengthen our shared services model, your insights and contributions will remain essential to our collective success.
In the coming weeks and months, I look forward to connecting with many of you, learning from your experiences, and working together to build processes and structures that support both efficiency and a positive work environment.
Thank you for all that you do each day to support the College of Arts and Sciences.
Warm regards,
Mary Ann Valentine
Director of Administration and Change Management
New AST team members
In addition to Mary Ann, we are excited to introduce two new members on AST’s merry band:
- Yuka Zaprzalka joined our Payments and Procurement team in March as a Shared Services Specialist.
- Lisa Leija is our newest team member who joined our HR/Payroll team in April as another Shared Services Specialist.
Please join us in warmly welcoming Mary Ann, Yuka, and Lisa!
ACCOUNTING AND GRANTS
New Reports for Grant Management
The Awards Improvement and Development Effort (AIDE) initiative has released six new Workday reports (R1211, R1212, R1215, R1215.1, R1216, and R1217) as part of their efforts to improve the grant life cycle process at the university. The new reports provide multiple ways to explore and analyze grant administration data, making it easier to track budgets, expenses, and trends. New features include:
- Sponsor Hierarchy for Federal Funding
- Direct and Indirect Costs by Object Class
- Year-Over-Year Comparisons
- Awarded Budgets vs. Actuals Summaries
- Robust Report Prompts
Check out the New Workday Reports Enhance Grant Visibility and Financial Insights page to access the reports and get more detailed information.
PAYMENTS AND PROCUREMENT
Digital Product—new accessibility review requirement
For all purchases on or after April 26, 2026, a new review is required to check for accessibility before purchasing or renewing any web application, mobile app, or other digital product. Procurement Contract Managers must verify that the accessibility review has been performed and approved before they can proceed with reviewing your purchase.
Check out the Digital Product Accessibility Reviews page to access the Digital Product Accessibility Review form and additional information regarding this review process.
HR/PAYROLL
Summer 2026 Roster Report
The Summer 2026 Roster Report was delivered on April 16 to all departments and cohorts using AST services for HR/Payroll transactions. Completed reports are due back to AST by May 22 at 5:00 p.m. As always, early submissions are appreciated!
This year, there is an additional requirement to provide documentation for all summer quarter FTE changes for faculty. Ivy Mason-Sharrah and Jim Ballew will be in touch with department administrators and cohort HR managers with more information about this process.
AST is also hosting an online information session to explain the details of the Summer Roster Report, walk through different scenarios, and answer any questions you may have. This report requires significantly more information than reports for other academic quarters, so we encourage all administrators receiving the report to attend.
- Date: Wednesday, April 22
- Time: 10:00 a.m. to 11:00 a.m.
- Zoom Link: https://washington.zoom.us/my/jballew
Contact Jim Ballew (jballew@uw.edu) with any questions.
Summer 2026 Roster Report—Chair/Director Edition
The Chair/Director Edition of the Summer 2026 Roster Report was also sent to all CAS departments on April 16 and is due back to AST by May 22 at 5:00 p.m. As a reminder, all Chairs and Directors who receive 11 months of salary from the College will be paid through the end of July and then again starting September 1—any ADS payments will align with this timeframe. Unless they are supporting themselves from other funds, they will be unpaid for August.
Time Entry Summary by Date Range—R0521
Please place a reminder on your calendars to run the Time Entry Summary by Date Range – R0521 report at least once per academic quarter (we recommend running this at the end of each quarter). This report captures summarized details on “not submitted,” “submitted – not approved,” and “approved” time entry statuses by date range within organizational units.
Running this report will allow department administrators to identify individuals whose time entries are incorrect or incomplete and make any necessary corrections. If there are corrections that need to be made, have the employee make them in Workday. Corrections to errant or missing time entries can only be made in Workday by Time and Absence Initiators up to 90 days retroactively. Requests for corrections older than 90 days must be submitted to Employee Workday Help.
Candidate Bank Positions
The following classified staff positions use Workday Recruiting’s Candidate Bank to source applicants, per UWHR:
- Shared Services Specialist
- Budget/Fiscal Analyst
- Fiscal Specialist 2
Please submit these positions to Workday Recruiting as Confidential Recruitments.
For departments and cohorts using AST’s HR/Payroll services, please submit requests using the “Create Job Requisition” option in the Hire or Create/Edit Position form when recruiting for these positions. There is no need to create a new position beforehand, as that action is included in the process of requesting a Confidential Recruitment.
If you have any questions, please reach out to AST via our General Inquiry Form or UWHR at wdrecruiting@uw.edu.
As always, please fill out our General Inquiry Form (preferred) or email teamcas@uw.edu if you have any questions or concerns.
Administrative Support Team
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