GENERAL
Our team has grown once again!
More people have joined AST’s merry band!
- Renecia Jackson and Andrea de la Paz joined our Payments and Procurement team this April and May respectively! They will be working with Cara, Lauren, Jason, Katie and Will to respond to your procurement requests.
- Jenny Donner joined our HR/Payroll team in April as a Payroll Analyst and will be focusing on managing salary transfers on behalf of our Payroll units.
Please join us in warmly welcoming them as our team continues to expand.
HELP TEAM
Our new website is live!
The AST website has a new coat of paint! With the fabulous help of CAS Web Services, we've updated visuals, reorganized content structure, and added more information about our team and services to better assist you and your units.
Now you can easily access each of our services from our homepage, alongside our forms and estimated turnaround times for completion of AST tasks on a given transaction. For each service, you can check out important information, checklists, resources, and frequently asked questions regarding specific business processes.
Additionally, you can send us questions and feedback using our General Inquiry Form, which you can find on the right side of our homepage under 'Online: Message Us.'
FOREIGN NATIONAL SERVICES
Electronic Transmission of Form DS-2019 Now in Effect!
The Department of State recently published new regulations allowing Form DS-2019 to be signed and transmitted electronically to J-1 exchange visitors. As of May 1, ISO is uploading the signed electronic copy of the DS-2019 to their Lux system; the AST Foreign National team will distribute the DS-2019 to the scholar and sponsoring unit.
A paper copy of the DS-2019 will still be required when applying for the J-1 visa at Consulate abroad or when reentering the US at a Port of Entry, so the J-1 visitor will need to print a copy for those purposes. AST can coordinate sending a paper copy in cases where it is not possible for the scholar to print one themselves. Please reach out to Jack Hamrick at hamrickj@uw.edu with any questions.
Identifying Cohort Hires for H-1B Visas
Alert the Foreign National Services team when hiring:
- Two or more foreign national scholars in the same faculty recruitment
- Two or more foreign national scholars for the same non-CBA position
- A new foreign national scholar into a position for which an H-1B has already been processed
In these cases, we can help ISO streamline the visa processing by avoiding duplication of prevailing wage requests, recruitment reports, and other components of the H-1B sponsorship process. If you have any questions or think you may have an H-1B visa case where this applies, please reach out to the Foreign National Services team at teamcas@uw.edu.
PAYMENTS AND PROCUREMENT
Accounts Receivable Data Requests due May 31
If your department invoices external customers for goods or services, has a contract, or has a customer for whom you have a few yearly invoices, then you’ll need to populate Workday with your data. Complete the following Accounts Receivable Data Request templates:
- Customer profile template
- Invoices template
- Contracts template
For further details and instructions, please refer to the original email on May 9 from Heidi (Subject: Important: Accounts Receivable Data Requests). Reach out to Jason Sutherland at osaka@uw.edu or Cara Ball at ballc2@uw.edu if you have any questions.
PAYROLL
Sexual Misconduct Disclosures for Emeritus Faculty
As we approach the end of the academic year, we would like to take this opportunity to remind units that all emeritus faculty appointments are subject to the University's Sexual Misconduct Disclosure (SMD) process.
Emeritus appointments begin after a faculty member has been terminated from the University and are therefore subject to the SMD process, as are all new hires and re-hires. All new hire actions undergo a thorough review process, including a review of any past incidents or allegations of sexual misconduct.
Please keep this policy in mind as you prepare for the end of the academic year and make any final appointments. Let us continue to prioritize the safety and well-being of our students, staff, and faculty by upholding the highest standards of ethical and professional conduct.
Thank you for your attention to this matter.
Leave of Absense/Termination
Employees who are currently on an approved leave and are scheduled to be terminated must be returned from leave in Workday prior to processing the termination action. Please contact our office if you have any questions about this process.
Vaccination requirements changing
Effective June 12, 2023, the University will no longer require proof of COVID 19 vaccinations as a requirement of employment (except for those working in health care settings). If you are making offers to new hires effective on or after June 12, please remove the necessary language from the officers. If you have already made offers that contain this language, you should not have to redo them.
LOOKING AHEAD
Upcoming AST Deadlines
As we’ve previously shared in our Special Edition: May 2023 newsletter, here is a checklist of upcoming deadlines. These dates reflect when AST needs to receive requests in order to guarantee that we have enough time to process them, gather any additional information needed, and approve the transactions before their central UW deadlines.
| Date |
Deadline |
|---|---|
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Merit blackout Phase 1: Now until July 31 |
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May 26 at 5:00 pm |
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Between May 31 through June 3 |
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June 12 |
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June 15 (NEW!) |
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June 21 at 5:00 pm |
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As always, please contact any of us or email teamcas@uw.edu if you have any questions or concerns.
Administrative Support Team
Last Updated: Friday, November 03, 2023