April 2023 - Getting Ready for Go-Live

GENERAL

Shared calendar of annual due dates

As we mentioned during the April Administrator’s meeting, a shared calendar of annual due deadlines is now available for you to download and overlay onto your personal calendar. We regularly update this calendar as new deadlines are released. For Outlook users, items are color-coded to reflect the population and topic:

• Green items are FDM related deadlines 
• Yellow items are specific to AST 
• Blue items are HR/Payroll deadlines 
• Orange items reflect blackout periods 

Attached, you’ll find instructions for adding this view to your Outlook or Google calendar.

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HELP TEAM

Upcoming AST website update in May

We are excited to announce a new look is coming to our website this upcoming May. One notable change is the addition of landing pages for each of our service areas (HR/Payroll, Payments and Procurement, Foreign National Services) where you can access our intake forms and easily locate resources such as checklists, process workflows, and FAQs.

We look forward to sharing these changes with you!

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PAYMENTS AND PROCUREMENT

Checklist to prepare for Go-Live: Blanket Purchase Orders (BPO)

Does your department have a BPO which extends past June 30? Follow these steps to prepare:

1. Ensure any rejected invoices have been corrected and uploaded by the vendor by May 31. 
2. Ensure all invoices are received and paid before June 16. 
3. Evaluate all lines of the BPO and determine if they are accurate and sufficient to cover all expected invoices received over the next 90 days. Adjust if necessary. 
4. Identify terms and any documentation that will assist you in July when we have access to Workday to input BPO into future state. 
5. Prioritize and plan to input BPOs which have an expected invoice in July to input when we go-live.

Airfare reimbursements and economy fares

UW Travel Service reimburses the cheapest seat on the airline. Each airline has a different name or term for their economy airfare. Coach, Economy and Basic can all mean the base airfare. As you are booking your business flights, check to ensure you are purchasing the true economy airfare that is fully reimbursable.

For pre-approvals and required documentation for upgrades, please see UW Travel Services.

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PAYROLL

Workday Remediation

As the University preps for the new Finance system, there is a body of work taking place to remediate our current HR/Payroll module in Workday. Some of those remediation efforts are causing errors. Namely, we have seen instances of people receiving I-9 notifications for employees that are no longer in their unit and a number of errors when Data Change processes are sent back for correction. The I-9 notifications can be ignored for previous employees, but the errors on the Data Changes require the process to be cancelled and resubmitted.

Summer Roster

The Summer 2023 Roster Report was delivered to AST-supported units on Monday, April 17, with information on how to complete and submit it. On Wednesday, April 19, we will be holding an online information session to go over the report and discuss changes from previous reports, as well as answer any questions administrators have about the document. We will also be scheduling drop-in Zoom sessions on April 25, May 1, and May 10.  

The new financial system on campus will heavily impact HR/Payroll. This has necessitated some major changes to our summer roster (and all future rosters) so we strongly encourage you all to attend the information session on April 19.

I-9 verification appointment reminders

Thank you for your assistance in sharing our spring I-9 drop-in hours with your new hires. With your help, our I-9 coordinators were able to verify over 30 Form I-9s during drop-in hours! We plan to host our next drop-in hours in autumn quarter 2023, where we expect a large influx of new hires during the next upcoming academic year.  

Since hiring is a year-round business, our team will continue to send out I-9 reminders to newly hired employees on a rolling basis. In the meantime, we encourage you to keep on sharing the following resources with your newly hired employees:

• I-9 Journey Map: This resource helps guide new-to-the-university employees through the process of filling out Section 1 of their Form I-9 in Workday.
• I-9 Verification Appointment Link: After employees complete Section 1, please have them schedule an appointment to verify their unexpired, original document(s) with our team. We highly recommend this process be done within 3 business days of their hire date as required by the USCIS.

Please contact us as teamcas-i9@uw.edu if you have any questions.

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LOOKING AHEAD

Workday Finance Training is on the horizon

Administrative and fiscal staff members will begin to receive automated training notifications from Bridge, the learning management system being used by the UW Finance Transformation program, based on their assigned security role(s). Keep an eye out for a series of emails series about the self-paced online courses which comprise your “Foundational Journey” (or learning path) for Workday Finance training. These are recommended prerequisites to your Workday Finance process and system training, and they are provided as reference materials on foundational topics to help you prepare for Go-Live in July.

UWFT Roadshow #6

UW Finance Transformation will be presenting their sixth and final virtual roadshow on May 17 from 9:30 to 10:45 a.m. (PST). The agenda for the upcoming roadshow includes:

• Status, accomplishments, and What’s Next 
• Cutover planning  
• Hypercare 
• Sustainment-Customer Support 
• What UWFT is doing to help stakeholders prepare

We encourage you to register for the roadshow. If you’re unable to attend, a recording will be available on the UWFT Change Network.

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As always, please contact any of us or email teamcas@uw.edu if you have any questions or concerns. 

Administrative Support Team