May 2023 Special Edition - Important Upcoming Deadlines

Merit blackout Phase 1: Now until July 31

1. Restricted Workday transactions for merit-eligible academic personnel and professional staff job profiles include:

   1. Request Compensation Changes with effective date of September 1 or later

   2. Change Jobs that involve compensation change with an effective date of September 1 or later

   3. Change Job Data Changes that involve change to FTE and/or the End Employment Date with an effective date of September 1 or later

May 15 at 5:00 pm

1. BPOS – new

2. Chair/Director summer salary details due

   1. Please download, complete and submit your Chair/Director Summer Salary details to AST via the HR & Payroll submission form. You will need to specify the transaction type as “Submit Chair/Director Summer Payroll Roaster” and submit all details in the comments section.

   2. If you have a Chair/Director transition this summer, be sure to also include information for both the incoming and outgoing individuals if available.

   3. For additional details, please refer to the original email on April 25 from Ivy (Subject: Chair/Director summer salary details).

3. Full Summer Hiatus list due (except for AST Payroll units)

   1. Please download and complete the Summer Hiatus 2023 spreadsheet for your units, and return it to Susan Miller.

   2. For additional details, please refer to the original email on April 24 from Ivy (Subject: Summer Hiatus 2023).

4. P2I for Foreign Nationals (Hard stop at Procurement on June 2)

   1. This is separate from the P2I domestic deadline (which is on May 26).

5. Purchasing of non-catalog items (registered vendors only)

6. Submission for Board of Regents June review due

   1. Certain appointments require formal approval by the Board of Regents. Departments will need to submit the information for the appointment via the Board of Regents Approval intake form in advance of the Board meeting on June 8.

   2. For additional details, please refer to the original email on April 11 from Ivy (Subject: Board of Regents review during FT restrictions).

7. Summer Payroll Rosters due (ONLY for AST Payroll units)

   1. Please download, complete and submit the Summer 2023 Roster spreadsheet.

   2. For additional details, please refer to the original email on April 17 from Ivy (Subject: AST Summer Roster – DUE Monday, May 15).

8. Travel reimbursements for guests

May 26 at 5:00 pm

1. Other Procurement-related Transactions

   1. Catalog orders in Ariba

   2. Contracts – new

   3. Invoice payments (for registered vendors only)

   4. P2I for domestic

   5. Purchase reimbursements (UW employees or guest)

   6. Travel reimbursements for UW employees

May 31

1. Accounts Receivable Data Requests

   1. 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:

      1. Customer profile template

      2. Invoices template

      3. Contracts template.

   2. 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.

Between May 31 through June 3

1. Audit the full summer hiatus uploads

   1. Use R0047 and make necessary corrections in Workday.

June 12

1. BPO Invoices

   1. For the BPOs which AST manages, we will receive all invoices available to be received by June 12.

   2. For BPOs managed at the departmental level, please note this deadline. For additional BPO nuances, please see the May 8 Procurement newsletter (not yet posted on the Procurement website).

June 21 at 5:00 pm

1. Purchases on ProCard

   1. If after June 21, there is no guarantee that the transaction will post to the current biennium. Please be sure to get these in by this deadline.