Horizon/skyline from UW Seattle Campus

April 2024 - Tips, Tricks, and Tulips

GENERAL

Coming April 26: CTA and ProCard Nanolearnings

Fiscal year-end close is fasting approaching us on June 30, 2024. AST has been exploring opportunities to better support your units in ensuring transactions are reconciled and approved in a timely manner.

Introducing AST’s first and upcoming nanolearning series! Our team is putting together two nanolearning videos: one for CTA transactions and one for ProCard transactions. In these 2-3 minute videos, we’ll go over how to locate and complete a CTA and ProCard transaction respectively.

These two nanolearning videos will be available on Friday, April 26, in the ‘Resources’ section of our Support for Workday Finance page. We highly recommend sharing these nanolearnings with your unit’s cardholders and transaction approvers to ensure that your units are better prepared for fiscal year-end close.

GRANTS AND ACCOUNTING

Dubs looking at a form launching into the air and thinking, "Updated 'Correct Entries' form is launching May 1!"Updated 'Correct Entries' form launching May 1

We’re revamping our Correct Entries (Formally Accounting Adjustment) form! Starting May 1, you’ll be able to submit up to 10 transaction change requests in one form submission, and see new options for submitting spreadsheets (EIB-focused spreadsheets included) if your units prefer that option. We hope this form update will streamline the process for units and improve efficiencies.

PAYMENTS AND PROCUREMENT

!DecorationOnly!

Invoicing and paying our vendors

We are beginning to experience a bit of stabilization in the invoicing, receiving, and payment space. There are new reports, a website with status tracking, and some of the kinks and quirks with GHX are getting worked out. While Procurement continues to work out the growing pains of Workday, here is how we can do our part with invoicing and paying our vendors:

  1. Create a weekly rhythm of pulling your department’s invoices and acting on them (e.g., create a receipt, reject the invoice, etc.).
  2. Check Procurement’s invoices awaiting action lists on a weekly basis. Is your department on one of these lists? If so, please act. The following four lists that are updated weekly and can be filtered by CAS, creating a nice checklist for:
    1. Grant Manager approval needed
    2. PI approval needed
    3. Receipts for invoices needing review and approval
    4. PO line items where an invoice exceeds the line-item dollar amount
  3. Keep in mind: any invoice appearing on the Invoice Match Exceptions R1166 needs to be received or have the exception cleared (e.g., cancel invoice, reject invoice, etc.), regardless of the associated Purchase Order (PO) that was created using a catalog supplier.

!DecorationOnly!

Invitation Letter for a Guest

Procurement requires an invitation letter for guest payment. For your convenience, we have created an invitation letter template. It can be found in the ‘Resources’ section of AST’s Payments page. The letter includes all required information and communicates what the guest can expect with the payment process. Check it out!

HR/PAYROLL

!DecorationOnly!

Summer Roster Report

The Summer 2024 Roster Report was delivered on April 15 to all departments using AST services for HR/Payroll transactions. Completed reports are due back to AST by May 22 at 5:00 p.m. Early submissions are welcomed – nay, encouraged!

AST is hosting an online information session today, April 23, at 3:00 p.m. to explain the details of the Summer Roster Report, walk through different scenarios, and answer any questions you may have. This report requires significantly more information than reports for other academic quarters, so we encourage all administrators receiving the report to attend.

Contact Jim Ballew (jballew@uw.edu) or Ivy Mason-Sharrah (ivym@uw.edu) with any questions.

Summer Roster Report - Chair/Director Edition

Also sent out on April 15 was the Chair/Director Edition of the Summer Roster Report. This report was sent to all CAS units and is due back to AST by May 22 at 5:00 p.m. as well. As a reminder, all Chairs and Directors who receive 11 months of salary from the College will be paid through the end of July and then again starting September 1 – any ADS payments will align with this timeframe. Unless they are supporting themselves from other funds, they will be unpaid for August.

The report has been pre-filled to reflect the standard salary and ADS that will be paid according to the schedule outlined above. Please fill in any additional compensation that your Chair or Director may receive over the summer (e.g., grant support, summer teaching, etc.).

!DecorationOnly!

Increases to faculty salary minimum

The Office of Academic Personnel has announced new faculty salary minimums effective May 1, 2024. For current employees who fall below the minimum, OAP will work with the Employee Workday Help team (formerly the ISC) to update salaries to the new minimums. Please ensure that any offers made effective after May 1, 2024, are above the new salary minimums.

Faculty salary encumbrances

It has been discovered that 9-month faculty with costing allocations that extend beyond 6/15/2024 are being encumbered by Workday through 6/30/2024. To ensure that your 9-month faculty appointments are only allocated on the GOF through 6/15/2024, please either:

  1. Enter new costing effective 6/16 (non-AST payroll units); or
  2. Enter a 6/16 effective costing allocation on your summer roster (for AST payroll units).

!DecorationOnly!

Enter next year's faculty hires soon!

 Congratulations to those units who have successfully completed faculty searches this year! Now, let’s ensure a smooth transition for your new faculty hire by following these steps:

  1. Close Out the Hire in Interfolio:
    1. Visit the Interfolio guide provided by the Office of Academic Personnel (OAP) for detailed instructions on closing a position.
    2. Remember that the position must be closed in Interfolio before it routes to the Academic HR Workday inbox for approval.
  2. Ensure the College Council has reviewed titles at or above the rank of Associate Professor. Ideally, this should be done before an offer is made – if it wasn’t, do it now.
    1. See the ​pdf icon College Council review of a new appointment for a list of required documentation, which should be sent to Julianna Jones (juj@uw.edu) in the Dean’s Office.
  3. Enter the New Hire into Workday:
    1. Ensure that all necessary documentation is ready for the new hire. For documentation requirements, see the Titles & Ranks page.
    2. Enter the hire information into Workday or submit to AST (for AST payroll supported units) early enough that they appear in the Academic HR Workday queue at least 23 calendar days before the next Board of Regents meeting. The Board of Regents will be meeting on May 8 and June 12.

Following these steps will help ensure a seamless onboarding process for your new faculty members. If you have questions or need additional assistance, please contact Susan Miller (susanh82@uw.edu) or Ivy Mason-Sharrah (ivym@uw.edu).

Compensation Basics with Katie Spengler - DATE CHANGED

The Dean’s Office is sponsoring a CAS specific ‘Compensation: The Basics’ course, led by Katie Spengler. Come and join us in learning about the basics of UW compensation programs for professional and classified staff, and identifying the appropriate compensation processes for departmental needs. This course is recommended to individuals who regularly interact with UW staff compensation programs or need a broad understanding of the programs.

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: Wednesday, April 24, 2024