June 2023 Special Edition #1 - Upcoming Payroll Deadlines and Visa Blackout Period

Immediate and ongoing

1. Address Reappointments and Terminations

   1. Any employees who currently have June 15, 2023 (or earlier), end dates who are slated to be reappointed for fall quarter must have those reappointments entered and approved in Workday immediately.

   2. Employees with June 15, 2023 (or earlier), end dates who do not have reappointments entered for summer or fall quarter must be terminated. In past years, we had some capacity to extend appointments retroactively, but due to the UWFT in July this will no longer this will no longer be possible.

2. Be proactive! Run the R0314 report for your sup orgs now and submit any reappointments immediately.

3. Attention AST units! AST will be running reports in mid-June to determine which employees have not been reappointed and we will proactively terminate these employees prior to the FT cutover.  If the intention is to re-employ these individuals after that point, you will need to submit a request to rehire.

June 20

1. Timecard Reconciliation due for the June 1-15 pay period

   1. In anticipation of UWFT, we are asking all departments to reconcile timecards for any employees with missing time entries. Please run the “Time Entry Summary by Date Range R0521” report in Workday to identify any employees with timecards that have either;

      1. Not yet been submitted -or-

      2. Have been submitted but not yet approved

   2. All time entries for the June 1-15 pay period, as well as all retroactive time entries, must be approved in Workday no later than June 20.

2. Warning: Retroactive time does not always pay out automatically. Run the “Earnings & Actuals report to ensure all retroactive hours pay out

   1. For AST units: If the retroactive hours don’t pay out correctly, submit a ticket through our HR and Payroll form (choose “Other” for the reason) and include information about the specific pay period(s), hours, costing details, and whether the employee would prefer an on-demand check or for the retroactive pay to be included in the next paycheck.

   2. For non-AST units: Submit a request to the ISC for the retropayment.

Now through June 16

1. AST FNS submits visa requests per the current process using existing budget codes for billing

   1. This includes H visa requests, J visa requests, J amendments, and J-2 dependent requests.

June 16

1. Deadline: Last day to submit visa requests using existing budget codes

   1. Any requests submitted on or before 6/16 and conditionally approved will be billed before FT cutover.

June 17 through July 5

1. Visa request blackout period

   1. Request forms (including drafts) are unavailable and visa request submissions paused. Other Lux functionality (including “Manage Files” pages and “My submitted pages”) will remain accessible.

1. Visa request forms available

   1. AST FNS can resume visa request submission using UWFT worktags. Saved draft visa requests less than 90 days old will still be available. AST FNS will need to add UWFT worktags to these drafts before submitting, and will reach out to units for those details as necessary.