May 2025 - Pencil in time for your end-of-year to-do list

Note: This page has been archived as of May 20, 2025.

May 2025 Newsletter Content Overview

• General
  • New AST page to track financial risk mitigation approval requirements
• Accounting and Grants
  • ECC Status
  • ECC email notifications and confusion
  • New Workday report for locating ISD journals: R1300.6
• Payments and Procurement
  • Ariba Retirement: June 30, 2025
  • Procurement’s Contract Review Form has rebranded
• HR/Payroll
  • Summer 2025 Roster Reports Due – May 23
  • Payroll Accounting Adjustment (PAA) Submission Deadline – July 1
  • Costing Allocations for AST Payroll Supporting Units
• Foreign National Services
  • J-1 Minimum Funding Change effective July 1, 2025
  • Foreign National Payments & Reimbursement refence guide now posted!
• Looking Ahead
  • Accounting fiscal year end close deadlines
  • Pay/Pro fiscal year end close deadlines checklist

---

GENERAL

New AST page to track financial risk mitigation approval requirements

We have consolidated AST’s current Pay/Pro and HR/Payroll approval requirements for transactions onto one page. This page lives on our Support for Workday Finance services page and will be kept up to date as approval guidance continues to evolve in the coming weeks.

Contact teamcas@uw.edu if you have any questions or concerns.

---

ACCOUNTING AND GRANTS

ECC Status

Friday, May 9, 2025, was the deadline to complete the effort certifications for our second cycle through this process using the new system, ECC. We saw a marked improvement in completing this task – thank you to everyone who prioritized this on your list!

For those who still have certifications to complete, please reach out to AST for assistance on answering questions or statements which need a bit more TLC.

ECC email notifications and confusion

Please spread the word: effortreporting@uw.edu is an email address originating from Huron, our ECC consultant. When an effort statement changes status in ECC, an email notice from effortreporting@uw.edu is sent to notify the individual needed to complete the next step in the process. There is some confusion on these emails due to alerts placed by Microsoft when viewing Outlook emails in a browser (versus using the Outlook desktop application).

Viewing the email in Outlook via browser may result in an “Unverified” alert.

Viewing the email in Outlook via desktop application will usually result in no alert.

The links from effortreporting@uw.edu emails are safe to open. However, if users are uncomfortable acting on the email, then you can log directly into ECC instead to view the effort statement and complete your next steps.

New Workday report for locating ISD journals: R1300.6

Having trouble locating ISD journals in Workday? There’s a new report for that! Actuals Summary for Accounting Journals and Internal Service Deliveries R1300.6 is now available to run. This report will show revenue and expenses generated by ISD journals and accounting journals (including funding transfers and corrections). To see only ISDs, uncheck the “Include Accounting Journals?” box in the report filter parameters.

---

PAYMENTS AND PROCUREMENTS

Ariba Retirement: June 30, 2025

Procurement Services recently announced that the retirement of the Ariba system, effective June 30, 2025.

What does this mean for legacy data? Some data (e.g., Paid Expenses, including budget) will be available via the UW Spend Cube in the BI Portal, while other data (e.g., Approvals, Outstanding/Unpaid Invoices, etc.) will be accessible only to UW Procurement and can be requested via the Ariba Inquiries form. Visit the Ariba Retirement page for the full breakdown of where Ariba data will be located once the system retires and how to access the different types of Ariba data.

Procurement's Contract Review Form has rebranded

Procurement Services has recently rebranded their Contract Review form! The form now includes the following three options:

• Contract Review – to be used when you need a contract reviewed or signed by a Procurement Contract Manager that is under the Direct Buy Limit or being paid for via ProCard or outside of Workday.
• Solicitation Request – to initiate a solicitation (Request for Quotes, Request for Proposals, or other type of solicitation) to purchase goods and services.
• Other – for all other types of requests (e.g., escalation of a Requisition, signing or questions on a form you received, etc.).

Please use the Contract Review Form for assistance obtaining a contract or document review/signature, or if you need to initiate a solicitation.

---

HR/PAYROLL

Summer 2025 Roster Reports Due - May 23

Reminder that Summer 2025 Roster Reports (including the Chair/Director edition for all CAS units) are due to AST by Friday, May 23, by 5:00 pm.

Payroll Accounting Adjustment (PAA) Submission Deadline - July 1 

The deadline to submit all Payroll Accounting Adjustments (PAAs) for fiscal year 2025 to AST is Tuesday, July 1, by 5:00 p.m. Requests submitted after this deadline are not guaranteed to post in FY2025.

Costing Allocations for AST Payroll Supporting Units

AST will remove the costing allocations for faculty members on summer hiatus and staff on cyclic leave in Workday. This should result in more reliable financial data and expenditure tracking for departments, as salary costs will only be encumbered against budgets when employees are actively employed and compensated during that time period.

Additionally, AST will NOT automatically update existing costing allocations to use the “academic” version of the General Operating Fund (GOF) cost center. If you did not account for this change when submitting your summer roster (in cases where it was applicable), please submit a request through our Costing Allocation form to update your costing allocation information. This change will mainly impact staff working over the summer months.

The staff roster for the fall quarter will include more details regarding costing allocations for the upcoming fiscal year 2026.

---

FOREIGN NATIONAL SERVICES

J-1 Minimum Funding Change effective July 1, 2025

The International Scholars Operation (ISO) team has announced an increase in the J-1 minimum funding requirement. Effective July 1, 2025, this minimum will increase from $2,100 to $2,500 per month. This new rate will more accurately reflect the current costs of living in the Seattle area, especially for incoming scholars who will not receive UW salary and need to communicate adequate funding amounts to their home institutions.

The new minimum amount will apply to any J-1 visa request submitted on or after July 1, 2025. The J-2 monthly funding minimum will not change.

Please see the ISO’s original announcement regarding this funding change for additional details. Please also see ISO’s J-1 funding page for more general information regarding the funding requirements.

Foreign National Payment & Reimbursement reference guide now posted!

Wondering what payments and reimbursements you can and can’t make to foreign nationals? There’s now a chart for that! AST’s Foreign National Services and Pay/Pro teams have collaborated to build out the Foreign National Payment & Reimbursement reference guide, which is now posted on the CAS AST website.

The reference guide can be found in the Frequently Asked Questions (FAQs) sections of the following AST webpages:

• H-1B/E-3/TN and Permanent Residency
• J-1 Exchange Visitors
• Reimbursements
• Payments

---

LOOKING AHEAD

Accounting fiscal year end close deadlines

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. Prior to submitting the request, review your open requests to AST and with your team mates to ensure the corrections are not duplicate requests.
2. If you have a large EIB cleanup project in the works, we recommend submitting these to us by June 5, 2025. While we can still process any EIB submitted by the June 16 correcting entries deadline, submitting them early will go far in spreading out the workload and the Accounting team will appreciate you even more than we do now.

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).

Pay/Pro fiscal year end close deadlines checklist

Here is a quick and easy checklist of upcoming Payments and Procurement deadlines for FY2025. These dates reflect when AST needs to receive requests to guarantee our team has enough time to process them, gather any additional information, and approve transactions before central Procurement’s year end close deadlines.

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	Upcoming Payments and Procurement Deadlines (for transactions to post in FY2025)
May 20 at 5:00 p.m. (TODAY)	Non-catalog Purchase Orders (e.g., BPOs and RQs) (Procurement deadline: June 2) To ensure expenditures are charged to the expiring fiscal year, requisitions for non-catalog orders need to be fully approved by June 2. Note: Suppliers must be registered prior to placing an order. Guest Payments for Foreign Nationals (e.g., honoraria for Foreign Nationals) (Procurement deadline: June 4) This allows for Procurement Services to receive and process required Foreign National tax documents. This timeline allows for resolving any issues that may arise. Note: This is separate from the domestic Guest Payments deadline (which has an AST deadline of May 28).
May 28 at 5:00 p.m.	Guest Payments for domestic payees (honoraria) (Procurement deadline: June 17) This allows for Procurement Services to receive, process, and send required documents to the IRS. This timeline allows for resolving any issues that may arise. Supplier Invoice Requests (e.g., SQs, paying an invoice to a company) (Procurement deadline: June 16) Note: Supplier must be registered prior to placing an order. Catalog Purchase Orders (Procurement deadline: June 10) To ensure expenditures are charged to the expiring fiscal year, requisitions for non-catalog orders need to be fully approved by June 10. Travel and Purchase reimbursements for Guests (MPs) (Procurement deadline: June 16) Note: This AST deadline gives us time to work through large ticket volume. Travel and Purchase reimbursements for UW employees (ERs) (Procurement deadline: June 17) Note: This AST deadline gives us time to work through large ticket volume.
June 4 at 5:00 p.m.	Invoices/Credit Memos for Purchase Orders (Procurement deadline: June 13) All invoices/credits must be approved in Workday by June 13. This includes resolving receiving and match exceptions. These need to be sent to GHX by June 4 at 5:00 p.m. Note: Please monitor for possible match exceptions. Match Exceptions Non-Receiving (Procurement deadline: June 13) Exceptions that are not a result of a missing receipt. For example, the invoice exceeds the PO amount. Note: This AST deadline gives us time to help get exceptions cleared.
June 6 at 5:00 p.m.	Field Advance Spend Downs (Reconciling Spend Authorizations) (Procurement deadline: June 21)
June 9 at 5:00 p.m.	CTA Verification – Department Travel Card (Procurement deadline: June 16) Note: AST only approves on behalf of submitters.
June 18 at 5:00 p.m.	Invoice Match Exceptions Receiving (Procurement deadline: June 30) If goods have been physically received, a receipt needs to be created in Workday. This includes Tango cards or goods line items. Note: This AST deadline gives us time to help get exceptions cleared. ProCard Verifications – Department credit card (Procurement deadline: June 30) To ensure transactions are posted to the June cycle in the expiring fiscal year, we recommend ProCard transactions are fully verified by June 30. 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.	Revolving Fund (Procurement deadline: June 20) 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.

Administrative Support Team