June 2025 - Donut worry, here are some short n' sweet reminders for year end close!

Note: This page has been archived as of June 17, 2025.

June 2025 Newsletter Content Overview

• Help Team
  • Encountering 503 errors on the AST website? Report it to us!
  • We are accepting website and forms feedback!
• Academic Services
  • Emeritus rehire documents
• HR/Payroll
  • Reappointment deadline: June 30, 2025
  • Payroll Accounting Adjustment (PAA) Submission Deadline: July 1, 2025
• Looking Ahead
  • Accounting fiscal year end close deadlines
  • Remaining Pay/Pro fiscal year end close deadlines

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HELP TEAM

Encountering 503 errors on the AST website? Report it to us!

We received a few reports of a “503 Error” when interacting with the AST website and forms. This error indicates that the website is overloaded. Please report any error encounters to us either through teamcas@uw.edu or our General Inquiry Form using the topic “Website Errors (503).” We are partnering with CAS Web Services to resolve the issue, but we need more data to identify a pattern.

In the meantime, if you encounter this error when clicking “Next Page” or “Submit” on AST forms, please refresh the page—this will keep the data you input intact—and try again.

We are accepting website and forms feedback!

Spring is ending, but that doesn’t mean that we’re done with spring cleaning! We have been sprucing up our AST website and intake forms to better service your units, and are continuously accepting feedback and enhancement requests. If you have any suggestions for our website or forms, please let us know by emailing teamcas@uw.edu or filling out our General Inquiry Form.

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ACADEMIC SERVICES

Emeritus rehire documents

Academic Personnel and Faculty (APF) has amended the documentation requirements for emeritus rehires and, moving forward, would like to see the following three PDFs uploaded:

• PDF 1: Documentation from faculty member stating intention to retire
• PDF 2: Chair/director’s letter indicating the faculty vote and recommending emeritus title
• PDF 3: Complete sexual misconduct disclosure form

These are the same documents as previously required, just a different configuration in how they are uploaded now. Any emeritus rehires that are currently in process will still be approved, but please follow this procedure for any new entries.

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HR/PAYROLL

Reappointment deadline: June 30, 2025

Reminder that if your unit has faculty with end dates of 6/15/2025 and you intend to employ them in summer or autumn quarter, enter the reappointment now and process summer hiatus as needed. If the reappointment is not entered by June 30, 2025, they will need to be terminated and rehired.

Faculty who are not reappointed for autumn but will be working during summer quarter are not eligible for summer hiatus. If there is a break in service, they will need to be terminated and rehired.

Payroll Accounting Adjustment (PAA) Submission Deadline: July 1, 2025

Speaking of reminders, don’t forget that the deadline to submit all PAAs to AST for fiscal year 2025 is July 1, 2025, by 5:00 p.m. Requests submitted after this deadline are not guaranteed to post in FY2025.

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LOOKING AHEAD

Accounting fiscal year end close deadlines

June 16, 2025, was AST’s deadline for submitting correcting entries to our team for processing in FY2025. We are still accepting and processing correcting entry requests as we receive them; however, there is no guarantee the corrections will be processed in FY2025.

What can you do to ensure that your unit passes through fiscal year end close with no worries?

1. Run the Actuals with Encumbrance Balance R1300.5 report in Workday to identify any needed corrections and submit them to AST as soon as possible. Review your open requests to ensure the corrections are not duplicate requests.
2. If you have a large EIB cleanup project in the works, submit these to us as soon as possible.

Lastly, please note that ISDs for June billing are not available for review in Workday until June 30. If a June 2025 ISD entry needs to be corrected, please submit a correcting entry request no later than July 2, 2025 (end of day).

Remaining Pay/Pro fiscal year end close deadlines

We are in the final stretch for FY2025 posting deadlines! As we previously mentioned, year end volume continues to be high; thank you all for submitting your requests as soon as the traveler returns or an expense has incurred. AST will continue to work through the requests as we receive them; however, at this point in the calendar, there are no guarantees the transaction will be completed prior to year end close.

Review the remaining Payments and Procurement deadlines for FY2025. To increase our ability to quickly enter transactions, please keep the following in mind when submitting requests:

• Documentation is complete and legible
• Information is complete and accurate

AST Deadlines	Remaining Payments and Procurement Deadlines (for transactions to post in FY2025)
June 18 at 5:00 p.m.	Invoice Match Exceptions Receiving (Procurement deadline: June 30) If goods have been physically received, a receipt needs to be created in Workday. This includes Tango cards or goods line items. Note: This AST deadline gives us time to help get exceptions cleared. ProCard Verifications – Department credit card (Procurement deadline: June 30) To ensure transactions are posted to the June cycle in the expiring fiscal year, we recommend ProCard transactions are fully verified by June 30. To ensure that requirement is inventoried correctly, the deadline for equipment verification of ProCard transactions is June 30.
June 20 at 5:00 p.m.	Revolving Fund (Procurement deadline: June 20) To ensure expenditures are charged to the expiring fiscal year, submit revolving fund replenishment request via UW Connect form by June 20.

Please let us know if you have any questions regarding any of these deadlines.

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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.

Administrative Support Team