Note: This page has been archived as of April 23, 2025.
April 2025 Newsletter Content Overview
- Accounting and Grants
- Year end close preparation
- ECC Status
- GCA and Grant Closeouts
- Correcting Entries vs. Create New/Modify Worktag
- Payments and Procurement
- We’ve updated our reimbursement intake forms!
- Purchase Orders and Invoicing Payments for $10,000 and above
- HR/Payroll
- Hire/Compensation Change approval form
- Summer 2025 Roster Report
- Summer 2025 Roster Report – Chair’s Edition
- Foreign National Services
- New FAQ page for International Scholars
- Looking Ahead
- Update on noontime workshops
ACCOUNTING AND GRANTS
Year end close preparation
Springtime gives us blossoms… and year end close preparation. Much like previous years, we experience a high volume of correcting entries leading up to the June 30 close. April is an excellent time to begin your monthly review of your Actuals with Encumbrance Balance R1300.5 report, identifying any needed corrections, and submitting them to AST now instead of waiting until June. If you find more than 20 corrections are needed, the EIB template may be a good solution for your unit.
Want to know how to use the EIB template? Schedule a quick training session with us by selecting “Request Training for a Bulk Upload (EIB) Submission” from the Correct Entries form dropdown options. Even if you have been through the training before, if you would like a refresher, we are happy to meet with you too!
ECC Status
We are coming to the end of the second period of effort certification. We aimed to have all statements pre-reviewed and certified by April 18, 2025. Please prioritize this task to be completed by month end. If AST is your effort coordinators, please return your CAS Effort and Project Statements Report spreadsheet to us as soon as possible.
Here is the status of effort and project reporting as of April 22, 2025:
|
|
Effort |
Project |
|---|---|---|
|
Pre Review |
67 |
321 |
|
With PI for Certification |
102 |
80 |
|
Certified – great job! |
154 |
664 |
|
Total |
323 |
1065 |
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 Grant.
GCA and Grant Closeouts
Good news! GCA has begun closing out grants and will continue to work on the backlog with the goal of bringing the UW current by June 30, 2025. If your grant is nearing close or pending closeout, now is the time to prepare for your grant closing. Review Award Portal for any outstanding tickets and ensure all invoices and outstanding expenses are posted correctly to the grant.
Submit a Correct Entries request to AST for any adjustments needed. Contact us if you have any questions or need assistance with closing your grant.
Correcting Entries vs. Create New/Modify Worktag
Not sure which AST form to use for making a worktag change? Here is how you can differentiate between the two types of requests:
- Correct Entries form: to change FDM worktags used on existing Workday transactions.
- Create New or Modify Worktag: to create a new FDM worktag or modify an existing FDM worktag itself.
Good rule of thumb for transaction adjustments: worktags must first be created before submitting a correcting entry request to AST. If the worktag you want to use has not been established yet, then no changes can be applied to previous transactions.
PAYMENTS AND PROCUREMENT
We've updated our reimbursement intake forms!
On April 23, AST will launch updates to our reimbursement forms. For the following forms, additional guidelines and questions will now appear for each reimbursement expense requested:
- UW Reimbursements
- UW Travel Reimbursements
- Guest Payments and Reimbursements (no updates to honoraria and guest payment options)
These changes are designed to better guide users through the requirements for specific expenses and to ensure all required documents are attached. Contact AST if you have any questions regarding these updates.
Purchase Orders and Invoicing Payments for $10,000 and above
When purchasing a good or service over $10,000, there are specific Washington State guidelines which we must follow:
- Only a UW Buyer in Procurement can sign the agreement or contract (this applies to all contracts, not just ones over $10,000).
- Determine if the UW has a standing contract or agreement for a vendor which can be used.
- If it is determined there is only one vendor who meets the needs of your department, follow the steps for selecting a sole source bid.
- If the sole source justification process is not followed, additional documentation will need to be provided to the UW buyers prior to the Purchase Order or Invoice being approved.
UW Procurement has recently created two webforms to better align with these Washington State guidelines. AST is updating our intake forms to address these changes and further guide you through these changes. In the meantime, please note the following:
- Submit your Sole Source Justification as part of your request to AST.
- Before completing the sole source form, review the Procurement Sole Source website and the Exceptions List.
- Complete the Procurement Sole Source Justification form (NetID login required) and submit for UW Buyer review.
- Download the PDF generated on the confirmation screen and attach it to your AST Purchasing and Accounts Payable request.
- If the sole source justification steps were not completed and a purchase occurred over the Direct Buy Limit of $10,000, then complete the new Unauthorized Purchases form. As a part of this new form, departments will need to provide steps on how this action will be prevented.
- Fill out the Procurement Unauthorized Purchases form (NetID login required) and submit for UW Buyer review.
- Download the PDF generated on the confirmation screen and attach it to your AST Purchasing and Accounts Payable request.
HR/PAYROLL
Hire/Compensation Change approval form
Exceptions to the hire/compensation change pause require dean’s level approvals. To obtain approval, complete the Hire/Compensation Change approval form, outlining why the position or compensation is essential and the funding arrangement. If the position is grant-funded, specify the award number, as well as the award start and end dates. This form will route to the appropriate divisional dean for review.
If approval is granted, please include a note in Workday or in the comments when submitting to AST that the dean’s level approval has been obtained.
Summer 2025 Roster Report
The Summer 2025 Roster Report was delivered on April 18 to all departments using AST services for HR/Payroll transactions. Completed reports are due back to AST by May 23 at 5:00 p.m. As always, early submissions are appreciated!
AST is also hosting an online information session 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.
- Date: Wednesday, April 23
- Time: 10:00 a.m. to 11:00 a.m.
- Zoom Link: https://washington.zoom.us/my/jballew
Contact Jim Ballew (jballew@uw.edu) with any questions.
Summer 2025 Roster Report – Chair's Edition
The Chair/Director Edition of the Summer 2025 Roster Report was also sent to all CAS units on April 18 and is due back to AST by May 23 at 5:00 p.m. 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 payments 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.).
FOREIGN NATIONAL SERVICES
New FAQ page for International Scholars
Our colleagues in the International Scholars Operations (ISO) office have published a new visa and travel FAQ page to help international scholars navigate the ever-changing policy landscape. Topics covered here include international travel concerns, visa status and policy changes, security and immigration enforcement, legal advice on immigration matters, and departmental and institutional guidance.
Please share this resource with international scholars in your unit. We also strongly encourage your scholars to reach out to AST’s Foreign National Services team at teamcas@uw.edu with any questions or concerns they have, especially if they have international travel planned in the near future.
Lastly, we recommend that scholars register for ISO’s International Scholars Mailing List to receive updates and ISO’s quarterly newsletter.
LOOKING AHEAD
Update on noontime workshops
Noontime workshops have been cancelled for the rest of the academic year. The “Grantsters” series with Gretchen Davis Richey will continue through the end of the academic year and is hosted the last Tuesday of each month.
Stay tuned for a future update on how AST will rebrand the noontime workshop series in the upcoming academic year. If you have any suggestions for future topics, feel free to let us know at teamcas@uw.edu.
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: Wednesday, April 23, 2025