December 2023 - Out with the old, in with the New Year!

GENERAL

AST's merry band has expanded once again!

We are thrilled to announce three new members of our team:

• Josh Eikren joined AST as our new Process Improvement and Reporting Analyst this October. He serves as a subject matter expert of Workday security roles, helps organize the Tuesday Noontime Staff Workshop (TNSW), and will be taking on more data-driven projects in the new year.
• Ashley Klein also joined AST this October as another member of our Payments and Procurement team, and will be working to respond to your procurement requests.
• Marian Hernandez Esquivel joined AST as our second Grants and Accounting Analyst this December. She will work alongside donna to process accounting adjustments and journal entries for the College, and also support grant close-out activities.

Please join us in warmly welcoming Josh, Ashley, and Marian to AST!

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HELP TEAM

How to create a Workday inbox filter based off your security roles

During the December 1, 2023, Administrator’s Meeting, AST demoed how to set up a Workday filter for inbox items awaiting action based off specific security roles (e.g., Cost Center Manager, Time and Absence Approver, etc.). We’ve also written out the steps on how to set up this filter:

1. Type in the Workday search bar ‘Create Inbox Filter’
2. Description: [Create name of your filter of your choice]
3. Under View Definition, select ‘For all Business Processes’
4. Add (+) Condition, and input the following values:
   1. And/Or: And
   2. Source External Field: CF ARI Business Process Awaiting Action – Security Groups
   3. Relational Operator: any in the selection list
   4. Comparison Type: Value specified in this filter
   5. Comparison Value: [Insert security role you would like to filter for]

We’ve also included a visual for how the Condition should be set up.

Note: This filter will only work for the security roles that you have been assigned. Additionally, these steps are meant to set the foundation of a security role inbox filter – you can further refine this filter to capture specific business processes based on your needs.

SDB Awards

As you submit SDB award requests to AST for the upcoming winter quarter, AST recommends that your students set up direct deposit through MyUW if they are able to. Direct deposit is strongly encouraged so that students can receive their funds quickly and securely. If students are not signed up for direct deposit, any refund or financial aid checks will be mailed to their local address on file. It is also important that your students make sure their address information is up to date on MyUW.

For additional guidance, check out our newly published “SDB” page on our HR and Payroll Services page.

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HR/PAYROLL

Costing Allocation Review

Please be aware that when reviewing Workday business processes – specifically related to hires, job changes, FTE changes, one-time payments, and period activity pay – the associated costing allocation changes do not appear in your Workday inbox as part of the process. The default work tags displayed within these business processes are tied to the organization assignments on the position and will not align with the actual tags used for employee salary payments. The default assignment of FD999 and FN999 to the position are University requirements and we cannot change them.

To verify active work tags for employee costing, navigate to the “Payroll” tab under “View Work History by Category.” There you can review the associated business process. See the following visual example:

For additional context regarding FD999 and actions your units should take, we recommend reviewing the December 12, 2023, TSNW slide deck on FD999.

Please contact teamcas@uw.edu if you have questions regarding the overpayment process.

Payroll Accounting Adjustments

Please note that Payroll Accounting Adjustments are only handled by AST if your department uses AST’s HR/Payroll services. Departments that handle their own payroll transactions need to make these adjustments in-house. If you are unsure if AST handles these services for your department, please review the table of services we provide.

HOWEVER, if the Payroll Accounting Adjustment is prior to FT cutover (before 7/1/2023), these adjustments must be managed by AST using the “Correct Entries (Formally Accounting Adjustments)” form under “Accounting.” Please review the decision tree on the Accounting Services page to determine the best course of action for your request.

Additionally, all requests to adjust fringe benefit costing, no matter the time period, must be submitted through the “Correct Entries” form.

Please ensure your staff are aware of these policies. Submitting adjustment requests through the proper channels will allow us to process them more efficiently. Let us know if you have any other questions!

Sabbatical Entries

As we transition from one quarter to the next, don’t forget to update approved sabbatical entries for academic personnel! If AST is your primary Time & Absence Initiate, we have placed your faculty on/off sabbatical leave as needed. However, please double check in Workday and submit a ticket for any corrections. If you did not include any sabbatical-related FTE changes (going on leave or returning), please submit a ticket requesting the FTE change.

Winter 2024 I-9 drop-in hours are beginning soon

Don’t forget that our winter 2024 I-9 drop-in hours will take place at the CAS Dean’s Office from January 3-12, 2024, to assist new hires with the in-person verification of their I-9 documents. Please continue sharing the attached drop-in schedule (PDF) with your new hires, along with the I-9 Journey Map and the I-9 Verification Appointment Link.

Contact teamcas-i9@uw.edu if you or your hires have any questions.

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PAYMENTS AND PROCUREMENT

Bulk upload now available for research subject payments and guests

Do you have research subject payments or a bulk payment request for guests? AST has updated our Guest Payments and Reimbursements form to make these easier to submit. Simply navigate to the form and select the new option of ‘Pay Research Subjects/Guests (Bulk Upload)’ to get started.

Vendor invoices and naming University of Washington on the invoice

When submitting an invoice, some small business vendors may not know the requirements needed to ensure the invoice is accurate and can be associated with the appropriate Purchase Order so that we have assurance it is not a fraudulent invoice. Please ensure your vendors include the following information on their invoices:

• UW Purchase Order (PO) number
  • e.g., PO-0100001234
• The University name as who the vendor is billing: University of Washington and then Department, UW contact (person who placed the order)
• Invoice number
• Invoice date
• Clearly marked invoice total
• Separate line item charges and brief description for each item as listed on the Purchase Order
• Sales tax, fees and delivery charges, itemized, if applicable
• Shipping address
• Remit-to address

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GRANTS AND ACCOUNTING

Bulk upload for accounting adjustments (EIB)

We now have a fully active EIB tool for departments who need to correct multiple journal entries at once. If you are interested in submitting a group of journal entries (more than 10), please reach out to donna brooks for a quick online session on how to submit the entries. She will demonstrate how to gather the needed information and in what format (EIB is a precise tool and data must be ‘just so’ for it to work), as well as to answer any questions.

Please send an email to teamcas@uw.edu and ask to meet with donna for EIB training, and she will connect with you.

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FOREIGN NATIONAL SERVICES

New Year, New Visa Forms!

Our Visa form has been refreshed in time for the new year! We’ve separated the options in our current Visa form into three distinct forms to add clarity about the different visa requests we support and to collect more comprehensive information. On January 2, 2024, you’ll find the new H-1B, J-1, and J-1 VISIT/VISER forms on our Foreign National Services page.

Have questions or feedback? Please contact Jack Hamrick at hamrickj@uw.edu.

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Thank you for partnering with AST through the entirety of 2023. It's incredible how much we've accomplished together as we all stumbled and tumbled through the new world of Workday Finance. We are forever grateful for your support, patience, and fortitude throughout this journal, and are thrilled to see everyone in the new year!

Administrative Support Team