January 2023 - Noontime Workshop Schedule

GENERAL

Noontime Workshops

Our CAS fall quarter Noontime Workshops were, as you know, devoted entirely to Adaptive planning.  While we will have one more Adaptive office hour session prior to the February 17 due date, the workshops will branch out to other FT topics starting on January 24.  Topics will include:

1. Working with AST
2. Travel processes for UW employees
3. Honoraria and travel for non-employees
4. Purchasing
5. Month-end close and journal entries
6. Grants and management
7. Effort reporting

Where appropriate, we will base our discussions on the material covered in FT’s “On the Horizon” sessions, so be ready to review those recordings as we move through the topics.  We will also have plenty of time for questions, especially as we edge closer to go-live on July 1.   

All workshops take place over Zoom on Tuesdays from noon to 1 p.m. Calendar invites will be sent out with details. For a full schedule, please see the attached noontime workshops document.

HELP AND OPERATIONS

What do you think of our forms?

Please fill out this quick (5 - 8 minute) feedback survey to help us understand how we can make our AST request forms more user-friendly and efficient for you. Your input will help us identify areas of improvement when filling out our forms. Thank you for your participation!

PAYMENT AND PROCUREMENT

Contract Snags and How to Avoid Them

Have you ever submitted an invoice and/or contract and been surprised when it has been rejected due to unknown policies and procedures?  Keep the following facts in mind for a smooth approval process going forward:

1. UW Procurement is the only department who has signing authority for any agreements related to the purchase of goods and services.
2. If the dollar amount if $10,000 or more (or if multiple transactions with the same vendor is $10k or more), then Procurement will determine the appropriate bidding process or if a sole source justification is needed.
3. Working with AST and Procurement prior to entering a transaction greater than 10k or contract negotiation should help smooth out this process
4. If you are an administrator, consider taking the State DES training regarding these nuances

Finally, start the purchasing process ahead of time as it can take 1-6 weeks for small (ish) purchases and months for competitive solicitations. Contact us with specific questions, additional information, and guidance. 

Reimbursements for Books Authored by Faculty

Congratulations!  A faculty member has authored, co-authored, or edited a book!  This is wonderful news, and we celebrate this milestone with your department.  As a reminder, copies purchased by the faculty member cannot be reimbursed by UW funds.  See APS 47.10 and Presidential Order 36.

If a faculty member wishes to have a copy, such as for students to borrow, they can request a complementary desk copy from the publisher. Students may also check out books published by faculty from the UW library system or may purchase them directly.

PAYROLL

Rosters

The Spring 2023 roster report has been sent! We are striving to send this report as early as possible each quarter so that departments and AST staff both have more lead time on getting it completed.

As a reminder, the rosters are designed to capture changes for employees (staff, students, and faculty) throughout the course of a full academic quarter – whether it’s an FTE change, a costing change, or a reappointment, we want to know! For this cycle, we will offer a short training session to help clarify the information in the report and what is required from the departments. We will once again host drop-in sessions to answer specific questions as you work through the information.

Leaves of Absence in Workday

Once a department receives notice of an approved FMLA or paid leave of absence from central HR or from the Office of Academic Personnel, please submit a ticket to AST so that we can initiate the leave tracking in Workday. Similarly, departments will need to submit a ticket to return the worker from leave when the leave period is ending.

I-9 Verification Appointments Available

Thank you for sharing our Winter I-9 drop-in hours with your new employees. With your help, our I-9 coordinators were able to verify over 40 Form I-9s over the past two weeks! Stay tuned for the Spring Quarter drop-in schedule in the coming months.

Since hiring is a year-round business, our team will continue to send out I-9 reminders to new hires on a rolling basis. We encourage you to continue sharing the following 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: After employees complete Section 1, please have them schedule an appointment to verify their original document(s) with our team in the Dean’s office. We highly recommend this process be done within three (3) business days of their hire date as required by USCIS.

Please contact us at teamcas-i9@uw.edu if you have any questions. 

As always, please contact any of us or email teamcas@uw.edu with any questions or concerns.

Heidi Tilghman
Ivy Mason-Sharrah
Cara Ball
Amy Cox
Jim Ballew