GENERAL
UW Connect and Attachments
It has come to our attention that attachments added to a closed UW Connect ticket sometimes do not reopen the request. This can cause confusion and delays in processing your requests, as AST is not notified when new attachments are added to closed tickets without a message reply.
This issue has been escalated to UW-IT. In the meantime, please include a message when adding an attachment to a closed ticket to ensure AST receives the information needed to continue processing your request(s).
Please view the table image below to see what methods of communication will notify AST of added attachments.
Requesting security roles? Use AST's form!
UWFT recently announced the launch of their new ‘UW Academy/Enterprise Finance Security Role Change Request’ form. While submissions through this form route to the appropriate Shared Environment, these requests don’t automatically route to our team and only concern finance roles. We strongly encourage you to continue submitting your security role need requests through AST’s Security Role Management and Delegation form to ensure that your security role requests route directly to our team. Our form captures both your finance and HCM security role requests and delegations in one place to streamline the process for your units.
PAYMENTS AND PROCUREMENT
New P2I process workflow and FAQs available
AST has put together a new P2I process workflow to better outline the process for your units and payees. Visit the AST Payments page to view the new workflow.
We’ve also added three new P2I FAQs regarding SSN/TIN matching, reissuing checks to payees, and policies surrounding future-dated payment requests. Be sure to review our FAQs before submitting any questions to AST.
HR/PAYROLL
HR/Payroll Forms Updates
After revamping the HR/Payroll forms at the beginning of fall quarter, AST has been collecting feedback from our partners in the College, and we are continuing to make improvements to these pages. To that end, here is a list of updates we have made to ensure all form submissions are comprehensive and require minimum back-and-forth before processing:
- You asked, and we’ve answered! There is now a HR/Payroll Forms Catalog with a list of all available forms. If you are unsure which form you should be using, peruse this list to locate the form specific to your needs. This page is also linked from the HR/Payroll Forms page.
- Also on the HR/Payroll Forms page, we have updated all the Services pages associated with our forms to include the most up-to-date Resources for each form type, Workflow diagrams, and FAQs.
- A “Proposed Work Schedule” section for staff has been added to the “FTE Change” option in the Update/End Employment form. After FTE changes for staff are entered in Workday, the submitter of the ticket is sent a to-do action to enter a new work schedule. In the past, this meant AST would need to reach out to departments for this information after the ticket has already closed. Asking for this information as part of the initial request will help streamline this process and avoid processing delays.
- Finally, we have added a “Change Worker Sup Org” option to the Update/End Employment form, specifically for moving a worker from one supervisory org to another.
Thank you to all our campus partners for their continued support of this process!
Relocation Incentive Documentation
Per the Office of Academic Personnel, please note that ALL relocation incentive payment requests for academic personnel must include a completed copy of the Academic Personnel Relation Incentive Payment Request Form.
- Standard Relocation Incentive Payment Requests
- Administrators must fill out all sections of the relocation payment form, confirming support from the department chair. The “Dean/Chancellor” checkbox does not need to be filled out prior to submitting the request in Workday.
- Exceptional Approval Relocation Incentive Payment Requests
- Administrators must fill out all sections of the relocation payment form, confirming support from the department chair and the dean’s office. The document must be forwarded to Margaret Stuart (mjstuart@uw.edu) for review and approval before the relocation incentive payment request is submitted in Workday. Requests requiring “Exceptional Approval” are defined as:
i. Exceeding $50,000 AND 25% of the annualized first-year salary; OR
ii. The repayment obligation period is greater than one year
- AST vs. Non-AST Departments
- Departments whose HR/Payroll transactions are handled through AST should attach the completed document when submitting the Compensation – One-Time Payment form. Departments administering their own HR/Payroll transactions can attach the completed document in the ‘Maintain Worker Documents’ section of the employee’s Workday profile when submitting the request.
Please reach out to Jim Ballew (jballew@uw.edu) if you have any questions.
FOREIGN NATIONAL SERVICES
Premium Processing Fee Increase Incoming
Effective February 26, 2024, U.S. Citizenship and Immigration Services (USCIS) is increasing the Premium Processing fee from $2500 to $2805. This fee will be necessary for all premium processing requests received by USCIS on or after February 26. ISO advisors will reach out to our team to request new fee checks and advise where premium processing is not necessary; we will communicate with units whose cases are affected by this change. Please contact Jack Hamrick (hamrickj@uw.edu) with any questions or concerns.
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
Last Updated: Thursday, January 25, 2024