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October 2026 Newsletter Content Overview
- General
- October Monthly Operations Meeting recording is now available
- Adobe Licenses—time to migrate to UW-IT license
- Accounting and Grants
- Effort and Project status updates
- Payments and Procurement
- Travel Reminders
- How to pay for human tutoring and transcription services
- Reminder about AI-based transcription services
- HR/Payroll
- Autumn I-9s were a success!
- Winter 2027 Roster Report
- 2026 Overpayment Deadlines Approaching
GENERAL
October Monthly Operations Meeting recording is now available
The October Monthly Operations Meetings zoom recording is now available! If you were not able to join us on October 2, 2026, we highly encourage you to review the recording to catch up on the following topics:
- Food-related spend categories and PO bulk closures
- ProCard audit findings and changes to the verification process
- Overview on processing retirements
- Required trainings for new employees
The full agenda and PowerPoint slides regarding food spend categories and PO closures can be found in the October 2 folder.
Adobe Licenses—time to migrate to UW-IT license
As a reminder, UW-IT has re-negotiated their contract with Adobe which will benefit all Adobe users as follows:
- Adobe Acrobat Pro is now available at no cost when using the UW-IT license. Please note that you must still request access to it.
- Adobe Creative Cloud Suite (which already includes Adobe Acrobat Pro) is now only $35 per year when using the UW-IT license.
What you need to know
Effective immediately, all Adobe Acrobat Pro and Adobe Creative Cloud Suite licenses should be provided via the UW-IT license. Identify any Adobe users in your unit not using the UW-IT license and guide them to UW-IT to request access.
What’s changing?
Purchasing individual licenses for these products outside of UW-IT will no longer be supported. This means that Adobe licenses can no longer be purchased via Workday workflows of Requisitions or Supplier Invoice Requests. After December 31, 2026, CAS will no longer reimburse employees for personal Adobe Acrobat Pro or Creative Cloud licenses, or allow these purchases on ProCard.
What this means to you
If you currently have a license separate from UW-IT, initiate your license via UW-IT for Adobe Acrobat Pro and/or Adobe Creative Cloud Suite and begin migrating your data. If you need assistance with migration, contact CAS IT at cas-ithelp@uw.edu.
If you have an upcoming renewal of an existing license: STOP the renewal and initiate license via UW-IT, as noted above. If the renewal is not stopped in time, cancel the purchase. Adobe provides a full refund within 14 days of purchase. If greater than 14 days, Adobe will issue a partial refund; CAS will honor the difference in amount.
If purchased on a ProCard, the College will allow processing of the refund, even if it is not the full amount. Cost Center Managers, Grant Managers, and Compliance reviewers should send back these purchases to ensure the transaction is cancelled.
If seeking an employee reimbursement for this expense, the purchase date of the license can be no later than November 1, 2026, and must be submitted no later than December 31, 2026. To receive the full reimbursement, the employee must demonstrate they have moved to the UW-IT license.
ACCOUNTING AND GRANTS
Effort and Project status updates
We are almost at the end of the current cycle for effort and project statements. Certifiers will have until October 23 to complete their step.
There are 5 effort and 2 project statements which still need attention from older cycles. Please prioritize their pre-reviews and certifications.
Here is the status of effort and project reporting as of October 20, 2026:
| Status | Effort | Project |
|---|---|---|
|
Pre Review |
25 |
39 |
|
Ready for Certification |
19 |
47 |
| Certified – great job! | 159 | 393 |
|
Total |
203 |
479 |
Need help?
- For ECC access, visit the ECC System Access page to get started.
- For questions regarding this process, please use our Grants Inquiry form to contact our Accounting and Grants team.
PAYMENTS AND PROCUREMENT
Travel Reminders
Now that folks have returned to campus for the academic year, please carefully review the following travel reminders before submitting travel tickets and expense reimbursements to AST.
Campus Parking and Business Travel
Please note the following difference between campus parking and other methods of transportation.
- Campus parking is not reimbursable and is seen as part of your daily commute by UW Travel Services.
- Taxi, Uber, Lyft, and parking are reimbursable and need to be submitted as a UW Travel reimbursement.
Review the UW Travel website for policy information, and the Non-Reimbursable Examples page for a non-exhaustive list of common non-reimbursable expenses.
Personal Time and Comparison Airfare
Review the personal time and comparison airfare page for requirements and best practices if you plan to travel outside of official UW business.
Flight Changes
Review the allowable reasons for change/cancellation of travel plans. If your traveler has a flight change, please provide AST with the allowable justification and cancelled airline tickets for this trip as required by UW Travel.
Receipt Requirements
Review the receipt requirements to ensure you are submitting complete information and documentation to AST. As a reminder, you should be including itemized receipts when submitting tickets to us.
Submit each receipt through our intake forms as a separate attachment (rather than collated into one PDF). This will help us cut out unnecessary extra work and speed up processing times, as we need to separate receipts in Workday.
In rare and exceptional circumstances, bank statements may be required and must include the following information:
- Name on the account
- Account or transaction details
- Any visible supporting information
- Note: screenshots of phone notifications alone are not sufficient as bank statements
How to pay for human tutoring and transcription services
Expenses involving human tutoring or human transcription that is performed by an outside company or individual should be treated as a service rather than a reimbursable employee expense. Employees should not personally pay for outside human services and submit the expense for reimbursement.
If the transcription is being provided by a company or individual, they will need to register as a UW supplier and be paid directly through the appropriate UW procurement and payment process going forward. For more information, refer to Procurement Services’ Expense Report Reimbursements page and How to Pay guidance.
Reminder about AI-based transcription services
For AI-based transcription services, the payment method will depend on what is being purchased (e.g., software/subscription versus a service). Per Records Management Services’ Generative AI Guidance page, the department should also ensure that the AI application is UW-approved for the type of University data being processed.
HR/PAYROLL
Autumn I-9s were a success!
Thank you to everyone who spread the word about our autumn I-9 drop-in hours or partnered with AST to facilitate I-9 verification sessions during your department orientations. With your help, our I-9 team verified over 450 Form I-9s—that’s a lot of hires!
Please encourage any outstanding hires to schedule an I-9 appointment via Calendly and verify their original, unexpired document(s) with our team as soon as possible. Scheduling an appointment with our team ensures that an I-9 Coordinator will be available to assist. Contact teamcas-i9@uw.edu if you or your incoming hires have any questions.
Winter 2027 Roster Report
The Winter 2027 Roster Report was sent out on October 16 to cohorts and departments using AST HR/Payroll services. Completed reports are due back to AST on November 17, 2026.
Additionally, AST HR/Payroll-supported cohorts and departments received an invitation for an online information session to discuss the Winter 2027 Roster Report. Please drop by with any questions you have about your department’s roster report.
- Date: Wednesday, November 4, 2026
- Time: 11:00 a.m.—12:00 p.m.
- Zoom link: https://washington.zoom.us/my/jballew
Contact Jim Ballew (jballew@uw.edu) for more information.
2026 Overpayment Deadlines Approaching
Now is the time to check your records to determine if there are any outstanding overpayment requests in your unit that need to be submitted and processed in advance of the calendar year-end.
Overpayment requests for the 2026 calendar year and all required documentation must be received in the Payroll Office by early December (note: final year-end payroll and tax deadlines have not yet been released by Employee Workday Help, but AST will communicate deadlines as soon as they are published). This will ensure that overpayments are processed at the correct tax rate. Forms not received on time may be subject to higher federal taxes per IRS Federal Tax regulations.
Keep in mind that any Workday actions (e.g., FTE changes, timesheet adjustments, etc.) necessitating the overpayment request must be completed in Workday before the overpayment request can be submitted. Here is a step-by-step illustration of the overpayment workflow:
For a full overview of the overpayment process, check out our Compensation and Payroll Workflows. Please contact teamcas@uw.edu if you have any questions regarding the overpayment process.
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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