June 2024 Special Edition - Merit Blackout and Countdown to Year-End Close

GENERAL

June 2024 Special Edition Newsletter Table of Contents:

1. HR/Payroll
   1. HR/Payroll Merit Blackout
   2. Reappointment deadline: June 30, 2024
2. Payments and Procurement
   1. June 11, 2024 Noontime Workshop: CTA and ProCard Work Party
   2. Fiscal Year-End Reminders and Remaining AST Pay/Pro Deadlines

HR/PAYROLL

HR/Payroll Merit Blackout

We have entered the first phase of the merit blackout cycle this summer and are no longer able to process most payroll transactions with an effective date of 9/1/2024 or later. This blackout will impact compensation and job changes for existing employees. Hires for new employees with a start date of 9/1/2024 or later can still be processed.

Transactions for existing employees with an effective date of 9/1/2024 or later will have to be held for processing until after merit is processed (usually around 9/13 or so).

Reappointment deadline: June 30, 2024

If your unit has faculty with end dates of 6/15/2024 and you intend to employ them in Summer or Autumn quarters, enter the reappointment now and process summer hiatus as needed. If the reappointment is not entered by 6/30/2024, they will need to be terminated and rehired.

PAYMENTS AND PROCUREMENT

June 11, 2024 Noontime Workshop: CTA and ProCard Work Party

Save the date! This upcoming Tuesday’s noontime workshop on June 11, 2024, will be a CTA and ProCard work party. Bring your receipts, your questions, and anyone who needs time to process their transactions, and AST will be available to answer questions as they arise.

We also highly recommend that you review our June 4, 2024, Tuesday noontime workshop recording where we discussed our job aids for setting up Workday filters (Workday Inbox Filter FAQs and ProCard Approvals in Workday resource page) and demonstrated how to set-up some of the more common filters. These include filters for:

• All business processes awaiting Cost Center manager approval
• All business processes awaiting Grant Manager approval
• Procurement Data Entry Specialist approvals for specific worker(s) ProCards
• ProCard Funding Manager approvals (for both Cost Center and Grant Managers)

Fiscal Year-End Reminders and Remaining AST Pay/Pro Deadlines

Year-end volume continues to be high; thank you all for submitting your requests in as soon as the traveler returns or an expense has incurred. AST will continue to work through the requests we have received; however, at this point of the calendar, there are no guarantees the transaction will be completed prior to year-end close.

To increase our ability to quickly enter transactions, please keep the following in mind when submitting requests:

1. Documentation is complete and legible
2. Information is complete and accurate

If we receive requests that are not ready to be processed (e.g., due to missing documentation), we will be closing the ticket. You may resubmit your request to our team once you have gathered the necessary missing information or documentation.

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