Wide view of horizon/skyline in University District, Seattle, WA

HR & Payroll

Triage Information

Please note: The AST manager and/or CAS Business Office Director reserve the right to deny a request to expedite a transaction based on circumstances and/or request volume and complexity.
Submitter Information
For use when a second unit administrative staff member requires a record of the request submission.
Choose Transaction

Employee Information

Foreign National?

Foreign national employees must have a visa that permits them to work in the United States. In virtually all cases, that visa must be sponsored by UW. If you have not already done so, please submit either a J-1 or an H-1B request before completing and submitting the new hire intake form.

Transaction Details

Appropriate fields will appear after you have made a transaction selection above.

Create Position

New Position Information
Which sup org should be used for this transaction? Example: CAS: Administrative Support Team JM Student (Tilghman, Heidi R.)
Enter title here
Job Description (for create position)
How would you like to provide the job description (create position)?
You may also paste text into this box.
One file only.
4 MB limit.
Allowed types: pdf, doc, docx.
New Academic Position Documentation (permanent + comp recruit)

Documentation required for new, permanent faculty hires:

  • Chair/Director’s letter to Dean recommending the appointment
  • Offer letter
  • Three letters of recommendation
  • Curriculum Vitae
  • Copy of online job advertisement from the Chronicle of Higher Education or appropriate print journal
  • Visa documents, if applicable
  • Background Check documents, if applicable
  • Final Terms of New Employment Offer (to be sent directly to Carol Rush with a copy of the offer and not included in Maintain Worker Documents)

For full details, see Administrative Gateway, New Permanent Faculty Hire

Create Job Requisition (for existing position)

Job Requisition is for:
Restrictions
Post job for:
Job Description (for job requisition)
How would you like to provide the job description (job req)?
You may also paste text into this box.
One file only.
4 MB limit.
Allowed types: pdf, doc, docx.

Hire an Employee

We have recently updated aspects of this section.  Please contact us if you notice any issues or would like to make suggestions.
Hire: New Academic Position Documentation (non-comp-recruit)

Documentation required for processing a new, temporary faculty hire:

  • Chair/Director's letter to Dean recommending appointment, including:
    • Faculty vote (or delegation of authority)
    • Title
    • Start date
    • Service period (9 or 12)
    • Salary
  • Offer letter
  • One to three letters, depending on the title (see specific requirements for each title at on the AHR website)
  • Curriculum Vitae
  • Background check documents, if applicable

For full details, see Administrative Gateway, New Temporary Faculty Hires

Hire: Interfolio Data

As per AHR, when submitting a New Hire, Transfer or Lateral Move process in Workday for a new faculty (competitive) hire that is associated with an approved line on your Hiring Plan, AST will enter the hiring plan number and the Interfolio ID number into the “Comments” section of the Workday business process.

To find these numbers, please open the Internal Information page of your Interfolio ad. The hiring plan number should have been entered in the “Position ID or Requisition Number” field. The five-digit Interfolio ID number is located at the end of the URL.

Hire: Position Information
Which sup org should be used for this transaction? Example (for format purposes): CAS: Shared Services JM Student (Tilghman, Heidi R.)
Enter title here

Full-time rate will be automatically applied based on ASE title.
Hire: Compensation
Hire: Costing Information
Indicate whether a cost center other than the default should be charged for some or all of this position.
Hire: Costing Allocation Override Details
Leave blank if not needed.
Work Details
Choose quarters:
Where will this work take place?
Worker Schedule
Please check the correct default or specify days of the week and hours for each day in the schedule notes.
Choose schedule:
Please specify days of week and hours per each day.
Hiring-Specific Attachments
One file only.
4 MB limit.
Allowed types: gif, jpg, png, heif, pdf, doc, docx, xls, xlsx.
One file only.
4 MB limit.
Allowed types: gif, jpg, png, heif, pdf, doc, docx, xls, xlsx.

Add Academic Appointment

End Academic Appointment

Change FTE

One-Time Payment Instructions

Please note: One-time payments are made in conjunction with standard pay periods (1st through 15th of the month or 16th through month's end.)

TPI, TSI, or Period Activity Pay Instructions

Please describe the payment you would like to make.

Change Compensation

New pay is:

End Job

Termination

Termination Reason: Death
Source of notice
The Benefits Office asks for this in order to assist them in confirming the date of death.
Termination: Voluntary/Involuntary

Update Time/Absence

What action needs to be taken?
Is the employee aware that these changes are being made?
Action Details
Please give a detailed explanation of what time/absence entry or change you would like AST to make on behalf of your employee. You may also attach a document, below. Please note: Sensitive or personal information should be shared verbally--please do not include it on this form. Request a call from AST, also below.
One file only.
4 MB limit.
Allowed types: pdf, doc, docx, xls, xlsx.
Would you like AST to call you for details?

Request Leave of Absence

Please note: The request for leave of absence is the first step in a multi-step process that includes adding 'time-offs' and, depending on the type of leave requested, tracking time off (FMLA, etc.).  We will be in contact with you to gather the information needed for these subsequent steps once the leave request is entered and approved.  Please also call us with questions or personal/sensitive details.  Thank you.

Costing Allocation Information
How would you like to enter costing (distribution) information?
Allocations must total 100%.
One file only.
4 MB limit.
Allowed types: pdf, doc, docx, xls, xlsx.
Cost Center 1
Add another? (2)
Cost Center 2
%
Add another? (3)
Cost Center 3
%
Add another? (4)
Cost Center 4
%
Add SDB Award
$

Additional Attachments (as needed)

Upload additional documents here
Unlimited number of files can be uploaded to this field.
4 MB limit.
Allowed types: pdf, doc, docx, xls, xlsx.