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June 2025 Special Edition - Merit Blackout Reminders and Year End Close Countdown

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June 2025 Special Edition Newsletter Content Overview

  • HR/Payroll
    • HR/Payroll Merit Blackout
    • Reappointment deadline: June 30, 2025
  • Looking Ahead
    • Accounting fiscal year end close deadlines
    • Remaining Pay/Pro fiscal year end close deadlines

HR/PAYROLL

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HR/Payroll Merit Blackout

Please note that most payroll transactions with an effective date of 9/1/2025 or later cannot be processed because of the annual merit blackout. Transactions for existing employees with an effective date of 9/1/2025 or later will have to be held for processing until after merit is processed (usually around 9/13 or so).

Hire transactions for new employees can still be processed without restrictions due to the merit blackout.

Reappointment deadline: June 30, 2025

If your unit has faculty with end dates of 6/15/2025 and you intend to employ them in summer or autumn quarters, enter the reappointment now and process summer hiatus as needed. If the reappointment is not entered by 6/30/2025, they will need to be terminated and rehired.

Faculty who are not reappointed for autumn but will be working during summer quarter are not eligible for summer hiatus. If there is a break in service, they will need to be terminated and rehired.

LOOKING AHEAD

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Accounting fiscal year end close deadlines

Reminder that all correcting entries submitted by June 16, 2025 (end of day), will be processed in FY2025. We will accept requests after that time; however, there is no guarantee the corrections will be processed in FY2025.

What can you do to ensure a smooth sailing fiscal year end close for your unit?

  1. Run the Actuals with Encumbrance Balance R1300.5 report in Workday to identify any needed corrections and submit them to AST as soon as possible. Review your open requests to ensure the corrections are not duplicate requests.
  2. If you have a large EIB cleanup project in the works, submit these to us as soon as possible.

Lastly, please note that ISDs for June billing are not available for review in Workday until June 30. If a June 2025 ISD entry needs to be corrected, please submit a correcting entry request no later than July 2, 2025 (end of day).

Dubs thinking about AST's Pay/Pro Deadlines checklist

Remaining Pay/Pro fiscal year end close deadlines

Year end volume continues to be high; thank you all for submitting your requests as soon as the traveler returns or an expense has incurred. AST will continue to work through the requests as we receive them; however, at this point in the calendar, there are no guarantees the transaction will be completed prior to year end close.

Review the remaining Payments and Procurement deadlines for FY2025. To increase our ability to quickly enter transactions, please keep the following in mind when submitting requests:

  • Documentation is complete and legible
  • Information is complete and accurate

AST Deadlines

Remaining Payments and Procurement Deadlines (for transactions to post in FY2025)

June 6 at 5:00 p.m. (TODAY)
  1. Field Advance Spend Downs (Reconciling Spend Authorizations) (Procurement deadline: June 21)

June 9 at 5:00 p.m.
  1. CTA Verification – Department Travel Card (Procurement deadline: June 16)
    1. Note: AST only approves on behalf of submitters.

June 18 at 5:00 p.m.
  1. Invoice Match Exceptions Receiving (Procurement deadline: June 30)
    1. If goods have been physically received, a receipt needs to be created in Workday. This includes Tango cards or goods line items.
    2. Note: This AST deadline gives us time to help get exceptions cleared.
  2. ProCard Verifications – Department credit card (Procurement deadline: June 30)
    1. To ensure transactions are posted to the June cycle in the expiring fiscal year, we recommend ProCard transactions are fully verified by June 30.
    2. To ensure that requirement is inventoried correctly, the deadline for equipment verification of ProCard transactions is June 30.

June 20 at 5:00 p.m.
  1. Revolving Fund (Procurement deadline: June 20)
    1. To ensure expenditures are charged to the expiring fiscal year, submit revolving fund replenishment request via UW Connect form by June 20.

Please let us know if you have any questions regarding any of these deadlines.

As always, please fill out our General Inquiry Form (preferred) or email teamcas@uw.edu if you have any questions or concerns.!DecorationOnly!

Administrative Support Team

Last Updated: Friday, June 06, 2025