Horizon/skyline from UW Seattle Campus

June 2026 - Score a GOAL this summer with these reminders!

Note: This page has been archived as of June 16, 2026, and links may no longer work. Please fill out our General Inquiry form if you have any questions. 

A soccer ball on a grassy field

June 2026 Newsletter Content Overview

  • Payments and Procurement
    • Reminder: 60-Day Reimbursement Policy goes into effect July 6, 2026
    • Attend Procurement’s 60-Day Information Session—TODAY, June 16
    • AST’s 60-Day Policy Resources
  • Help Team
    • Introducing AST’s Resource Catalog
  • HR/Payroll
    • Automatic Promotion and Clock Waivers—Due June 30
    • Reappointment deadline: June 30, 2026
  • Foreign National Services
    • Changes to requirements for faculty national competitive recruitments
  • Looking Ahead
    • Accounting fiscal year end close deadlines
    • Payroll Accounting Adjustment (PAA) Submission Deadline—July 1
    • Remaining Pay/Pro fiscal year end close deadlines

PAYMENTS AND PROCUREMENT

A group of receipts that each have a date, with the above text, "Effective July 6, 2026: 60-Day Reimbursement Policy"

Reminder: 60-Day Reimbursement Policy goes into effect July 6, 2026

The University of Washington is making a significant change to how employees (including student employees) are reimbursed for travel and non-travel purchases.

Effective July 6, 2026, the UW will adopt Rule 2 of the IRS Accountable Plan (also referenced in SAAM 10.80.70.b). Under this policy, expenses incurred by employees (including student employees) must be substantiated within a reasonable time period.

If the expense reimbursement isn’t submitted within the reasonable time period, the expense will be treated as taxable income. The reimbursement will still be processed but it will be processed via payroll to ensure the applicable payroll withholding taxes are applied from the employee’s next semi-monthly earnings.

For purposes of this policy, as stated in the Safe Harbor established in IRS Section 1.62-2(g)(2)(i), the UW will define a “reasonable period” as 60 days. The 60-day clock starts:

  • From the date the trip ends for travel expenses (last day of the trip, including personal time)
  • From the date of purchase for non-travel expenses

Expenses substantiated on an expense report within this 60-day period will satisfy the reasonable time period requirement and will not be considered income. Expenses substantiated after the 60-day period and don’t qualify for exceptions outlined below will still be reimbursed, but included in the employee’s payroll as described above.

There are allowable exceptions to this policy; any exception will require documentation. The allowable exceptions include:

  • The employee was on an approved extended leave of absence.
    • Documentation requirement: Department confirmation of extended leave of absence.
  • The employee was on business travel status for over 60 days.
    • Documentation requirement: Trip pre-approval, documentation substantiating continuous 60-day travel.
  • The delayed submission of the expense report was caused by the Shared Environment and/or department personnel other than the employee seeking reimbursement.
    • Documentation requirement: Shared Environment Director (for AST delay) or Department Chair with Divisional Dean co-signature explanation and approval.

A laptop showing people on a virtual meeting together.

Attend Procurement's 60-Day Information Session—TODAY, June 16

Procurement Services is hosting an information meeting regarding the upcoming IRS 60-Day Reimbursement Policy. We strongly encourage folks to attend or review the recording once available on the Procurement Services website.

AST's 60-Day Policy Resources

AST has also compiled all pertinent 60-day policy information in the ‘Resources’ section of our Reimbursements page, including our curated list of frequently asked questions (FAQs). Please continue sending in questions so that we can review and address them. We have added the following new FAQs based on your feedback:

  • Question: Does the 90-day policy still apply?
    • Answer: Yes. Both policies now apply in tandem. Receipts that are 60 to 90 days old will be processed as taxable income. Receipts that are over 90 days old will still be processed as taxable income and will also require Divisional Dean approval. Please see the 90-day reimbursement policy for more details.
  • Question: What if I am on hiatus? Does the 60-day policy apply?
    • Answer: Yes. However, if you are on full hiatus and the expense incurred was directly before the hiatus, an exception can be applied for being out of office on approved extended leave. If you are on a partial hiatus, then the exception will not apply.

HELP TEAM

A group of receipts that each have a date, with the above text, "Effective July 6, 2026: 60-Day Reimbursement Policy"

Introducing AST's Resource Catalog

Last autumn, we launched our Workflow Catalog to help folks find our workflows, which we created in an effort to document and clarify the increasingly complex business processes that our team supports. Since then, we’ve published additional content, including detailed checklists and decision trees, to further assist the faculty, staff, and students we work with.

We are excited to announce that all of these can now be found in AST’s Resource Catalog! You can access this library from the ‘Resources’ section of our homepage or from the Working With AST page, which is located under the ‘About Us’ menu.

Whether you are new to working with AST, or a seasoned collaborator in need of support, we hope this page helps you find what you’re looking for. Please send your feedback and questions to teamcas@uw.edu.

HR/PAYROLL

A hand holding a magnifying glass over a document icon. In the background is the following text, "Promotion and Tenure Clock Waiver."

Automatic Promotion and Clock Waivers—Due June 30

Due to federal policy changes regarding funding availability, all faculty scheduled for mandatory promotion and tenure review in 2026-27 through 2030-31 who have no more than three previously approved clock waivers are eligible for a waiver of the 2026-27 academic year (please see AST’s March 2026 Personnel Special Edition Newsletter for more details).

These waiver requests must be initiated in Workday no later than June 30. If you have not already done so, confirm with eligible faculty in your units if they are planning on taking this waiver and enter it in Workday as soon as possible. Please reach out to Jim Ballew (jballew@uw.edu) or Ivy Mason-Sharrah (ivym@uw.edu) with any questions.

A person on the beach with their laptop and other miscellaneous summer items.

Reappointment deadline: June 30, 2026

Reminder that if your unit has faculty with end dates of 6/15/2026 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 6/30/2026, 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.

FOREIGN NATIONAL SERVICES

A megaphone in front of a pink background

Changes to requirements for faculty national competitive recruitments

Effective June 2, 2026, the UW is expanding the group of acceptable online recruitment venues. Online ads for faculty recruitments may now run in the following:

  • The Chronicle of Higher Education
  • Other higher-ed recruitment sites (e.g., Higher Ed Jobs or HERC)
  • Any other job website closely associated with a national professional journal in the appropriate field. Examples include, but are not limited to:

Print ads may still be run in any national print journal. And as a reminder for competitive recruitments, units are responsible for retaining:

  • A complete copy of the ad as it ran in the relevant venue (including publication date, cover, page number, and/or URL if relevant)
  • Proof that the ad ran for 30 days or more (usually a receipt from the venue showing publication dates)

Please see Academic Personnel & Faculty’s recruiting guidance for permanent residence sponsorship eligible positions. Reach out to Jack Hamrick (hamrickj@uw.edu) with any questions regarding these changes.

LOOKING AHEAD

A person flipping through a calendar of dates.

Accounting fiscal year end close deadlines

All correcting entries submitted by end of TODAY, June 16, 2026, will be processed in FY2026. We will still accept requests after that time; however, there is no guarantee the corrections will be processed in FY2026.

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. Prior to submitting the request, review your open requests to AST and with your teammates to ensure the corrections are not duplicate requests.
  2. If you have a large EIB cleanup project in the works, submit these to our team as soon as possible.

As a reminder, ISDs for June billing are not available for review in Workday until June 30. If a June 2026 ISD entry needs to be corrected, please submit a correcting entry request no later than end of day on July 2, 2026.

Payroll Accounting Adjustment (PAA) Submission Deadline—July 1

Reminder that the deadline to submit all Payroll Accounting Adjustments (PAAs) for fiscal year 2026 to AST is Wednesday, July 1, 2026, by 5:00 p.m. Requests submitted after this deadline are not guaranteed to post in FY2026.

Dubs the Husky thinking about AST Pay/Pro Deadlines.

Remaining Pay/Pro fiscal year end close deadlines

We are in the final stretch for FY2026 posting deadlines! Year end volume continue 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 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.

Be sure to review the remaining Pay/Pro deadlines for FY2026. To increase AST’s 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

Upcoming Payments and Procurement Deadlines (for transactions to post in FY2026)

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 19 at 5:00 p.m.
  1. Revolving Fund (Procurement deadline: June 19)
    1. To ensure expenditures are charged to the expiring fiscal year, submit revolving fund replenishment request via UW Connect form by June 19.

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

Dubs the Husky sitting in front of a soccer goal and holding onto a soccer ball while on a grassy field on UW campus.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

Last Updated: