December 2025 - Bundle up with these tea-riffic tips!

Note: This page has been archived as of December 16, 2025, and links may no longer work. Please fill out our General Inquiry form if you have any questions. 

December 2025 Newsletter Content Overview

• Help Team
  • Bulk Pay Guests/Non-UW Employee Form Update
  • Accounts Receivable Invoices Form Update
• Accounting and Grants
  • Updated process for Customer Invoice (CI) correcting entries
• Payments and Procurement
  • Deadline for Miscellaneous Payments to Foreign Nationals: December 23, 2025
  • Guest Payment Eligibility Reminder
  • Washington State Department of Revenue tax updates
  • Workday send backs and who to send them to
  • Reminder about worktag changes on Purchase Orders
• HR/Payroll
  • Lecturer Part-Time Temporary Reappointment Documentation
  • Winter quarter I-9 reminders

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HELP TEAM

Bulk Pay Guests/Non-UW Employee Form Update

On January 5, 2026, we are making updates to our Pay/Pro team’s Guest Payments and Reimbursements form. In the “What would you like to do?” dropdown section, the “bulk pay guests/non-UW employee” and “pay research subjects (bulk upload)” options will now be separated out. The template spreadsheets have been updated to simplify the type of information requested.

Accounts Receivable Invoices Form Update

Also on January 5, 2026, we are making the following updates to the “Transaction Worktag Details” of our Pay/Pro team’s Accounts Receivable – Invoices form:

• Resource is a required field; currently limited to three allowable Resources (RS100073, RS100075, and RS100081)
• If needing to use a different Resource other than the three allowed, an Institutional Overhead Exception & Exemption request must be submitted first, and you must include the reference number (REF) as confirmation in your request submission.
• When using a research grant worktag, only Program Income Grants can be processed by AST. For invoicing on grants that are not approved and set up for program income, submit the request to GCA via Award Portal. For general questions, email gcahelp@uw.edu.

Let us know if you have any questions regarding these updates.

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ACCOUNTING AND GRANTS

Updated process for Customer Invoice (CI) correcting entries

The university has hired a Revenue Manager, Casey Whitcomb, to assist all units with the accounts receivable workflow. AST has worked with Casey to successfully test a new process on how to make changes to a paid customer invoice, and we will use this new process going forward.

If you need to correct a paid customer invoice, submit the correcting entry request to AST. Our Accounting team will now create two associated entries attached to the Customer Invoice (CI):

1. A Debit Adjustment (DA); and
2. A Credit Adjustment (CA)

This change in process will make it easier to track existing correcting entries for everyone (previously, we created a SE Correcting Journal Entry (JE) to make the correction). Here is an example of what this adjustment will look like in Workday:

For EIB submissions, please identify any CI transactions you may have. As this new process matures, we will share any changes needed for submitting CI adjustments in EIBs.

Please note: this change does not impact changes during the approval process (continue to send these back to the initiator), cancellations or refunds. Continue working with the Pay/Pro team initiators to make these changes.

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PAYMENTS AND PROCUREMENT

Deadline for Miscellaneous Payments to Foreign Nationals: December 23, 2025

Every December, central Procurement pauses processing Miscellaneous Payments for Foreign Nationals with services performed in the U.S. to ensure all pending payments are processed and the year-end 1042-S tax reporting requirements are met. AST will continue submitting all completed Miscellaneous Payments up until the Procurement deadline of December 23, 2025.

Any requests that AST is not able to complete by the Procurement deadline will be submitted to Procurement for processing in January 2026.

Guest Payment Eligibility Reminder

When submitting Guest Payment request tickets to AST, it is extremely important to verify whether the person you are submitting the payment for is or has been an employee of the University of Washington during the calendar year. AST has received several recent requests to process guest payments for individuals who are either currently employed at UW or in other schools/colleges/campuses or were paid as employees earlier in the year.

Due to federal tax regulations, payment for current employees and individuals who have received payroll during the calendar year cannot be processed through Payments and Procurement, and should instead be submitted as an HR/Payroll Compensation Request. If AST receives a Guest Payment request for someone who is ineligible to receive this type of remuneration, the request will be sent back to the department.

Please reach out to AST if you have questions about Guest Payment eligibility.

Washington State Department of Revenue tax updates

The Washington State Department of Revenue has released new updates with additional categories of services that are now classified as taxable. Spend categories in Workday have been updated to reflect these changes, including advertising services, live presentations, training, and background checks.

Of special note, conferences now fall under different taxable or non-taxable spend categories based on the interim guidance released by the Washington DOR:

• If the conference is held in-state, this expense is considered taxable and we will use the appropriate spend category so that it falls under the “live presentations” tax code.
• If the conference is held out-of-state, no Washington state sales tax should be collected unless the attendee is remotely attending (from Washington).
• For out-of-state and foreign conference registration fees, this will continue to be non-taxable.

We will continue to update you as we learn more.

Workday send backs and who to send them to

If you need to send back a Workday transaction for a change, please select the originator of the transaction. Sending the transaction back to the compliance reviewer or any other approver in the workflow delays the correction since this individual must determine what action needs to occur and cannot complete it on behalf of the originator of the transaction.

Reminder about worktag changes on Purchase Orders

Worktags on a Purchase Order, including spend categories, can only be updated before an order is received and invoiced via the Purchase Order – Change or Close form. Once a line has been invoiced (partially or fully), a correcting journal entry request must be submitted to AST to correct the worktags on the Supplier Invoice (not the Purchase Order). Contact teamcas@uw.edu if you have any questions regarding this reminder.

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HR/PAYROLL

Lecturer Part-Time Temporary Reappointment Documentation

Reappointment documentation for Lecturer Part-Time Temporary titles and other quarterly academic personnel titles should be submitted in Workday as follows. Per the Academic Personnel and Faculty reappointments webpage, you must upload a single PDF including:

1. Correspondence from the chair/director/campus dean to the faculty member indicating the reappointment decision including:
   1. Faculty member’s name
   2. Title
   3. Reappointment term
2. Correspondence to the dean/chancellor with either faculty vote counts or a statement of delegated authority to an elected committee

Reappointment requests submitted to AST should include documentation in the format outlined above. Starting in January 2026, AST will return requests with attachments that do not adhere to this format.

Winter quarter I-9 reminders

As a reminder, AST will not be available for in-person I-9 appointments between December 22, 2025, through January 1, 2026, due to winter break closure. We will still be online to answer questions during this period.

AST is also offering increased I-9 appointment availability for winter quarter between January 5-9, 2026. Please encourage your incoming hires to schedule an I-9 appointment and see us either before winter break or once winter quarter begins.

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

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As always, please fill out our General Inquiry Form (preferred) or email teamcas@uw.edu if you have any questions or concerns.