GENERAL
Record Management with Workday Finance
UW’s records management policies and retention periods remain the same post go-live. What is changing is that the financial system of record is now Workday, as financial transactions are records themselves and adhere to records management policies. In other words, you do not need to keep a local copy of any documents that you’ve uploaded to Workday Finance (such as packing slips or invoices) because records will soon be managed in DocFinity, the Academy’s Document Management System. In addition, you should avoid uploading any attachments that contain sensitive information (such as SSN), Protected Health Information (PHI), or Personally Identifiable Information (PII). An outline of additional information can be found in the Cross-Functional Workday Use Records Management powerpoint slides.
If you have any questions regarding this, please view the Records Management Services FAQs or contact recmgt@uw.edu.
HELP TEAM
AST website, forms, and FAQ updates now available!
Since we last wrote, AST’s website has gotten multiple updates! Below are the following list of changes and updates to our website:
- Our Payments and Procurement page reflects updated form naming conventions.
- ‘Purchase reimbursements – UW Employees’ form has been renamed to ‘UW Reimbursements’
- ‘Travel Reimbursements – UW Employees’ form has been renamed to ‘UW Travel‘
- ‘Payments/Reimbursements - Guests or Non-UW Employees’ form has been renamed to ‘Guest Payments and Reimbursements’
- Related, in the Payments and Procurement services, both the Payments and Reimbursements pages have been updated with additional information regarding travel advances information.
- Both of our FAQ pages (Finance Transformation FAQS and 'About AST' FAQs) have been updated with more pertinent questions and answers.
- Our I-9 Services page is now available and can be found under Services of the HR/Payroll page.
- Additionally, our Grants Reporting page had been updated to include additional information regarding closeout dates.
- Lastly, we’ve added timestamps at the bottom of all of our webpages so that you can see when information was last updated.
HR/PAYROLL
Preparing for Termination Actions
Reminder for unit administrators to run the following reports and take appropriate actions prior to submitting employee termination requests:
- Time Entry Summary by Date Range (R0521)
- This report identifies individuals whose time entries are noted as being “Not Submitted,” or “Submitted - Not Approved.” Time entries for employees need to be reconciled prior to terminating.
- Holiday Credit and Compensatory Time Payout Audit (R0680)
- Use this report to identify employees who have Holiday Credit balances and determine if balances are due to missing/incorrect Holiday Credit entries in Workday.
We appreciate your help in addressing these issues prior to requesting termination actions for employees in your units. This will help ensure quick and accurate processing of all requests to AST.
Please contact jballew@uw.edu with any questions.
Salary Transfers are now called "Payroll Accounting Adjustments"
Please note that the process formerly referred to as "Salary Transfer" is now being administered through Workday and has been renamed "Payroll Accounting Adjustment." The name of this process has changed, but it continues to be the process by which we are able to retroactively reallocate payroll expenses.
Departments whose payroll actions are handled through AST should continue to follow the same procedures for submitting these requests through the HR/Payroll Forms page.
Autumn 2023 I-9 drop-in schedule is now available!
Let the new school year begin! We are pleased to announce that we will be hosting drop-in hours for new hires to verify their I-9 documents! These will take place at the CAS Dean’s Office from September 27 to October 11 to assist new hires with in-person verification of their I-9 documents and authorize their employment status. Administrators, please share the attached drop-in schedule with any new hires.
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: If your new hires are unable to attend our I-9 drop-in hours, have them schedule an appointment to verify their original, unexpired document(s) with our team. We highly recommend this process must be done within 3 business days of their hire date, as required by the USCIS.
Please contact us at teamcas-i9@uw.edu if you have any questions.
Form I-9 verification process at department orientations
Does your department expect to welcome incoming new hires (5+) this autumn for the start of the 2023-2024 academic year? Does your department also host autumn departmental orientation(s) for new hires?
If you answered yes to both questions, then AST is interested in facilitating a Form I-9 verification event for your new hires at your departmental orientation! Please contact teamcas-i9@uw.edu if your department would like to learn more or take part in this service.
FOREIGN NATIONAL SERVICES
New guidance for J-1 hybrid work
The Department of State has issued new guidance regarding hybrid participation for J-1 Exchange Visitors, now that the COVID-19 national emergency has been rescinded.
“Beginning July 1, 2023, [the Department of State] will consider exchange visitor programs [...] as operating consistent with the purpose and requirements of the [Exchange Visitor Program] if the exchange visitor participates remotely no more than 40% of the time (e.g., two days out of five) [.]”
This requirement goes into effect immediately for any new J-1 exchange visitors who have started on July 1, 2023 or after; any J-1 exchange visitors who started before 07/01/2023 may continue their current hybrid arrangements through 12/31/2023, after which they must follow the 40% rule above. Please ensure that your J-1 exchange visitors are in compliance with this new requirement.
Please reach out to Jack Hamrick (hamrickj@uw.edu) or the Foreign National Services team with any questions.
PAYMENTS AND PROCUREMENT
Which AST form should I use for reimbursements
When submitting a reimbursement, please note there are separate forms to use depending upon the recipient. We’ve updated the naming conventions on our reimbursement forms to make this more clear for ticket submitters. For UW employees, please use the UW Reimbursements or the UW Travel form for purchase and travel reimbursements respectively. For non-UW employees or guests, please use the Guest Payments and Reimbursements form. Workday requires different information for these different populations, and we have crafted each form to meet these needs.
Requisitions: "Deliver-to/Ship-to" Update
Last week, updated guidance was provided for how to enter requisitions with specific deliver-to and ship-to locations. The information should be entered in both the Workday header and the individual line items to ensure the goods ordered are delivered as expected. Check out the updated PRO-J-05 Workday Requisitions for Requisition Requesters guide.
LOOKING AHEAD
Celebrating UW CAS's First-Generation Community
For National First-Generation College Celebration on November 8, 2023, the College of Arts & Sciences is celebrating our first-generation community through storytelling. The stories will feature College of Arts & Sciences first-generation faculty, staff, advisors, students, alumni, friends, and supporters who express interest in participating in the storytelling celebration. If you are first-generation and would like to participate, please fill out this form.
Thank you, and we look forward to honoring and celebrating the College’s first-generation community!
As always, please contact any of us or email teamcas@uw.edu if you have any questions or concerns. 
Administrative Support Team
Last Updated: Wednesday, December 20, 2023